J-1501000-07 P501 CBMM Training Manual.pdf

i

This publication is produced by the Naval Facilities Engineering Command. It is available in the document library section of the NAVFAC Portal.

Please direct questions, comments, and submit changes to:

Naval Facilities Engineering Command Public Works 1322 Patterson Ave SE, Suite 1000 Washington Navy Yard, DC 20374-5065

(202) 685-9232 iii

TABLE OF CONTENTS

1 Introduction

1.1 Condition Based Maintenance Management

1.2 Infrastructure Condition Assessment Program

1.3 Integrated Priority List

1.4 Manual Overview

2 Condition Index & Facility Condition Index Learning Objectives

2.1 Department of the Navy Global Management Uses of CI and FCI

2.2 Component Condition Index

2.3 Location CI Calculation

2.4 Filtering Components used to Calculate Location CI

2.5 Facility Condition Index

3 Inventory Learning Objectives

3.1 Updating Inventory

3.2 Inventory Categories

3.3 Component Types and Classifications

3.4 CIMU Overview and Management

3.5 Managing Components in MAXIMO

3.6 Mandatory Data Fields for New and Updated Components

3.7 Creating a Component

3.8 Updating a Component’s Status

3.9 Deactivating a Component

3.10 Methods to Update Component Inventory

3.11 Spare Parts

3.12 Running a MAXIMO Component Report to Verify Inventory

4 Condition Assessment Learning Objectives

4.1 Defining Assessments

4.2 Frequency of Condition Assessments

4.3 Annual Assessment Planning

4.4 Direct Condition Ratings

4.5 Assigning Meter Groups

4.6 Meter Readings

4.7 Developing Job Plans within MAXIMO

5 Analysis: Requirements Generation Learning Objectives

5.1 Condition Index Thresholds

5.2 Reviewing BUILDER Service Requests in MAXIMO

5.3 Reviewing Requirements/Service Requests in Cognos

6 Work Planning: The Integrated Priority List Learning Objectives

6.1 Overview of Work Planning

6.2 Building a Project in MAXIMO

6.3 MEP/MAP/LRMP

6.4 Cognos MEP/MAP/LRMP Report

6.5 Review MEP Projects…………………………….……………………………………………………98

iv

6.6 MEP Summary Report………………………………………….…………………………………..…99

7 Guidance for Assessing Structures (Type 3 Facilities)

7.1 Background

7.2 Non-Centrally Managed Structures

7.3 Structures Catalog

8 Utilities Inventory Condition Assessment Program (UICAP)

8.1 Introduction

8.2 Asset Management Overview

8.3 UEM Asset Management

8.4 UICAP Goals and Objectives

8.5 Points of Contact for Clarifications

Appendix A – Glossary of Terms

Appendix B – Dynamic and Non-Dynamic Component UNIFORMAT Listings

Appendix C – CIMU Concept Demonstration

Appendix D – Non-Building-Like Structures Rating Guidance

1 INTRODUCTION

Naval Facilities Engineering Command’s (NAVFAC) enterprise program for facility condition assessments provides standard and consistent asset information reporting. This process informs investment decisions and improves the quality of information used for sustainment, restoration, and modernization (SRM) planning and execution.

1.1 Condition Based Maintenance Management

Condition Based Maintenance Management (CBMM) is a risk based investment strategy to target limited financial resources ot the most critical components of the Navy’s most critical facilities. This maintenance philosophy monitors the condition of facilities and their respective components throughout their life cycle to provide condition-related requirements while influencing sustainment and restoration investments. CBMM is composed of two major activities: the Infrastructure Condition Assessment Program (ICAP) and the Integrated Priority List (IPL) that form the condition management cycle. Figure 1-1 demonstrates the CBMM cycle. The entire CBMM cycle is tracked in MAXIMO, NAVFAC’s enterprise work management database.

Figure 1-1: CBMM Cycle Diagram

1.2 Infrastructure Condition Assessment Program

The Infrastructure Condition Assessment Program (ICAP) is a foundational component of CBMM. ICAP comprises three of the four CBMM quadrants: Inventory, Assessment, and Analysis.

1.2.1 Inventory

Inventory results in the creation and management of Component Inventory Management Units (CIMUs) and Real Property Installed Equipment (RPIE). ICAP cannot function without an accurate inventory database of components. Various methods are utilized to input accurate inventory into MAXIMO, e.g., Electronic Operation and Maintenance Support Information (eOMSI), manual entry, flat file upload.

1.2.2 Assessment

An assessment is a structured, continuing process to periodically evaluate and document condition based on written protocols for CIMUs that receive Preventive Maintenance (PM) and CIMUs that do not receive PM. Components must be assessed in person and their condition recorded in MAXIMO on a periodic basis for the CBMM cycle to function accurately. Dynamic components are assessed annually by in-house shop forces or maintenance contractors via the PM program.

Beginning in fiscal year 201 (FY17), Non-Dynamic components are assessed every five (5) years and performed by a combination of personnel (typically a Facilities Maintenance Specialist (FMS) or contractor (KTR)). Condition assessment scheduling is dependent on proactive Public Works Department (PWD) ICAP annual assessment plans. These assessments provide the component-level Condition Index (CI) data necessary to calculate a location’s CI and ultimately inform the Facility Condition Index (FCI).

1.2.3 Analysis

The analysis step takes place in a Sustainment Management System (SMS). For buildings, the SMS is BUILDER (PAVER for airfield pavement, UICAP for Utilities, etc). BUILDER calculates the component condition index and compares this to established CI thresholds to identify whether a component requires repair or replacement. If the component CI is below the CI threshold, BUILDER will generate a requirement. These condition based requirements combine with non-condition-based or ad-hoc requirements to develop a complete list of work requirements with parametric cost estimates. This sum of all condition-based requirement s is used to calculate the FCI for a facility.

1.2.4 Condition Index and Facility Condition Index

The inventory, assessment, and analysis quadrants of the CBMM cycle work together to provide the CI and FCI data points in MAXIMO. These two metrics are indicators of the relative health and financial liability of naval facilities CI and FCI are ultimately input into NAVFACs facility database of record, internet Naval Facilities Assets Data Storage (iNFADS) and also into CNIC’s Facility Readiness Evaluation System (FRES).

1.3 Integrated Priority List (IPL)

The IPL is the fourth quadrant of the CBMM cycle. This process includes generating maintenance plans composed of projects created from SMS condition-based requirements and local ad-hoc requirements.

1.3.1 Work Planning

The work planning component of CBMM groups and prioritizes individual, component-level requirements into facility projects for current and future years. This includes the development of a three- to five-year Long-Range Maintenance Plan (LRMP), a two-year Maintenance Action Plan (MAP), and the current-year’s Maintenance Execution Plan (MEP). Projects must be built in Maximo to populate the MEP/MAP/LRMP.

1.4 Manual Overview

The CBMM Training Manual outlines the detailed process of inventory management, condition assessment, analysis, and work planning. CBMM’s purpose is to inform SRM planning and execution by guiding funds to the most critical components of the most critical facilties. CBMM does not remove infrastucture risk but shifts the risk within the shore portfolio to less important facilities and components short of failure.

The cyclical process defined in CBMM Cycle Diagram (Figure 1-1) must be maintained and updated as projects are completed, inventory changes, or condition degrades or improves throughout the life cycle of a facility. This manual was designed to explain in detail how to properly manage and execute the CBMM cycle.

2 CONDITION INDEX & FACILITY CONDITION INDEX

Learning Objectives

• Department of the Navy (DON) uses for CI and FCI

• Understanding differences among:

o Component CI o Facility CI o Location CI

• Deriving CI via Direct Condition Ratings (DCR)

• Filtering to Calculate CI

2.1 Department of the Navy Global Management Uses of CI and FCI CBMM is an Office of the Secretary of Defense (OSD) mandated initiative requiring all Department of Defense (DoD) agencies to utilize an SMS to accomplish two main tasks:

1) Generate FCI

2) Inform planned restoration and maintenance decisions

CI and FCI are required data elements mandated by the Real Property Inventory Requirements.

NAVFAC, functioning as the Navy’s Systems Command (SYSCOM) for facilities engineering, maintenance, and construction, is tasked to develop to execute an effective CBMM program.

The Chief of Naval Operations (CNO) staff uses condition-based requirements from the CBMM program to inform Facilities Sustainment Restoration & Modernization (FSRM) programming decisions. In FY17, the DCNO for Fleet Readiness and Logistics (OPNAV N4, VADM) specifically points to CBBM in his CEC CAPT (O-6) Leadership brief to explain the risk-based strategy the Navy is taking when programming funding (i.e. “CBM enables deliberate targeting of our most critical facility components”).

The Commander, Navy Installations Command (CNIC) uses CI and FCI as part of the Decision Lens scoring model used to rank special projects during the Regional Mission Integration Group (RMIG)/Shore Mission Integration Group (SMIG) process where projects above local funding thresholds are approved and funded.

Work completed at the PWD-level is foundational to decisions made by upper echelons. A current and accurate inventory with dependable CI and FCI values and condition-based requirements allows for creating consistent MEP/MAP/LRMPs in MAXIMO in alignment with the CNO’s programming intent. Detailed maintenance plans in MAXIMO allow each level of chain of command up to OPNAV to track both the plan and execution to view a local or enterprise-wide picture of how FSRM is executed (by buildings system, type of buildings, how FCI is changing in response to investment, etc.).

2.2 Component Condition Index

Component CI is an objective, standards-based measurement of component condition based on a 100-point scale. Component CI reflects the component’s current ability to perform properly; a measure of the components relative health. Component CI is recorded in MAXIMO after condition assessments are completed in the field. Component condition assessments provide the component-level CI data needed to calculate Location CI (facility-level) and FCI. Component CI is the key to generating condition-related requirements. When a component CI falls below the established CI threshold for that particular component-type, a requirement is created by BUILDER or the appropriate SMS. With this information, OPNAV and CNIC make risk-based management funding decisions.

2.3 Location CI Calculation

Figure 2-1 represents the Location tab in MAXIMO. The highlighted portion below displays the building or Location CI, an auto-generated field in Maximo. Location CI is the weighted average of all Component CIs, weighted by their respective component replacement value ($).

Figure 2-1: JACNAS-903 Location Tab in MAXIMO

JACNAS-903

Location CI: 89

Figure 2-2 represents the Assets tab in the Locations section of MAXIMO. This displays all the components/equipment associated with the sample location (JACNAS-903) regardless of the component’s inventory category or operational status.

Figure 2-2: All Components Associated with JACNAS-903

Figure 2-3 represents the Facility Condition tab in the Locations section. In this tab, MAXIMO lists the Master System UNIFORMAT categories for the chosen location based which components the building contains. In this example, JACNAS-903 contains component in 11 of the 13 Master Systems typically associated to buildings. Columns on the right side of the screen detail the Condition Index weighted value, the specific category, and the total number of components that contribute to that particular Master System CI.

Figure 2-3: Facility Condition Tab

Components

11 UNIFORMAT

Master System

Categories

Location CI is the weighted average of the facility’s Component CIs. Each Component CI is weighted by its respective replacement value ($). The Location CI includes all components with an Inventory Category of CIMU or BOTH and a Status of OPERATING. Location CI excludes components classified as RPIE or with any other Status besides OPERATING. Figure 2-4 displays the Assets tab in the Locations section for JACNAS-903, and details the value of each Component CI that ultimately contributes to the overall building/Location CI.

Figure 2-4: JACNAS-903 Component Inventory

Critical items for an accurate Location CI include the following:

1. Complete, accurate component inventory

2. Condition assessments must be completed on the frequency defined in the Business

Management Systems (BMS) documents (i.e. annually for all dynamic components and every 5 years for all non-dynamic components)

3. Component replacement values ($) must be accurate

The Location CI is a weighted average based on filtered component CIs

2.4 Filtering Components used to Calculate Location CI

Displaying the components used to calculate the Location CI requires the total components to be filtered. As shown in Figure 2-5, the initial filter should be placed on the Inventory Category to pull only CIMU and BOTH categories. RPIE is not considered when calculating Location CI.

Figure 2-5: JACNAS-903 Filter CIMU and BOTH

The second required filter is Status, shown in Figure 2-6. The Location CI equation in MAXIMO only considers components with an Inventory Category of CIMU or BOTH and a Status of OPERATING.

As you will notice, the number of components is lower than the initial 96 at the location level referenced in Figure 2-5. Once the data has been filtered the number of components is reduced to 81 from 96 as shown in Figure 2-6: Component Status Filter.

Figure 2-6: Component Status Filter

Status Filter Select Operating

Inventory Category Filter #1

Filter Requirements

Figure 2-7 displays the Location CI, Total Component Replacement Cost, and Total Number of Components (CIMU/BOTH) that contributed to the Location CI value. In this example, the Location CI is 89 and is the weighted average of 39 components with a component replacement value of $9.24M.

Figure 2-7: Location CI

2.5 Facility Condition Index

Facility Condition Index (FCI) is the metric that indicates the condition-related financial liability of a given facility or group of facilities within a portfolio. FCI is a financial ratio. It is calculated by dividing the total cost of requirements ($) by the total plant replacement value ($), subtracting from 1, and multiplying by 100 (see figure to the right).

Figure 2-8 is a screenshot from the MAXIMO Location tab. FCI information appears in bottom section of the Location tab. Condition-based requirements are generated by BUILDER annually prior to the end of the fiscal year. These requirements are loaded into MAXIMO as Service Requests (SRs).

NOTE: Inaccurate CIs will produce inaccurate condition-based requirements, which will in turn produce a false FCI calculation.

Figure 2-8: Location FCI

Total # of Assets Location Condition Index Total Asset Replacement Cost

Location FCI Total Replacement Cost Total # of Service Requests

2.5.1 CI & FCI Data Flow

CI and FCI values calculated in MAXIMO are imported to iNFADS and FRES on a weekly basis.

iNFADS is NAVFAC’s real property system of record. FRES is a graphical representation/dashboard of the information from iNFADS. Figure 2-9 illustrates this data flow.

Figure 2-9: CI and FCI Information Flow

EXWC

SPIDERS

BUILDER

UICAP

UIRA

MAXIMO

(Calculates location

CI / FCI)

iNFADS (Inventory system of record)

FRES

(Graphical dashboard)

NAVFAC NAVFAC

CNIC

CNIC

Others

3 INVENTORY

Learning Objectives

• Inventory Accuracy

• Inventory Categories

• Component types and classifications

• CIMU overview and management

• Key management areas for ICAP

• Essential and Mandatory MAXIMO data fields

• Updating a component’s status

• UNIFORMAT II

• Filtering sub-system list

• Installation dates

• Methods to update component inventory

3.1 Updating Inventory

3.1.1 Inventory as the Basis of a CI

An accurate component inventory forms the basis of reliable CI scores. If the component inventory isn’t fully represented, Location CI’s will be inaccurate. In addition, an incomplete component inventory will negatively affect requirements generated by BUILDER, producing artificially high and inaccurate FCI values.

3.1.2 Updating Inventory (reference BMS B-15.1.1)

Table 3-1 indicates the three typical reasons to make a change to a component inventory.

Table 3-1: Reasons to Change Component Inventory

Inventory Change Requirement Description

Completed Project

• MILCON – New Military Construction which could be wholesale change to a building or facility component inventory.

• Special Projects – Construction, repair, or replacement of multiple building components

• Smaller IDIQ/Task Order Work

Single Component A single component replacement or repair

Inventory Update Correcting inaccuracies found during routine 5-year condition assessments or annual PMs.

3.2 Inventory Categories

Building components are divided into three Inventory Categories in MAXIMO: CIMU, RPIE, or BOTH.

A Component Inventory Management Unit (CIMU) contains a large non-dynamic component (e.g.

50,000 sqft of floor covering or 200 ea. lighting fixtures) OR is a group of dynamic equipment (e.g.

6 ea. air handling units) that share the same UNIFORMAT classification, was installed at approximately the same time, and can be expected to follow a similar life cycle degradation. A CIMU is the consolidation of similar components/equipment into a single management unit. Appendix C illustrates the concept of a CIMU in greater detail.

A Real Property Installed Equipment (RPIE) is an item of equipment that is affixed and built into a facility as an integral part of that facility. To qualify as RPIE, the equipment must be necessary to make the facility complete, and if removed, would destroy or severely reduce the designed usefulness and operation of the facility. RPIE included such items as control systems, heating, cooling, electrical, emergency lighting, etc. Individual pieces of like equipment (RPIE) are grouped into CIMUs. Condition is managed at the CIMU level, not at the RPIE level.

BOTH is a single, stand-alone piece of equipment (RPIE) that is managed independently and therefore is both a CIMU and an RPIE. Typical examples are larger, more expensive RPIE with longer design lives such as chillers, boilers, elevators, etc.

3.3 Asset Types and Classifications

All components assigned to a building, structure, or utility in MAXIMO must have a designated ASSET TYPE before the record can be saved. Table 3-2 defines the available asset type in

MAXIMO.

Table 3-2: Definition of Asset Types

Asset Types Definitions

Facilities Equipment and associated components within buildings

Structures Components belonging to Structures that are NOT centralized, inspected, and managed by EXWC

Structures Centralized Components belonging to Structures assets that ARE centralized, inspected, and managed by EXWC

Utilities Components belonging to Utility assets

Once the ASSET TYPE the component supports has been defined, all components in MAXIMO must be categorized using the UNIFORMAT II standard. This industry standard provides a logical breakdown of major facility components and supports the CIMU concept. As a requirement, these levels must be populated:

• Master System (Level II)

• System (Level III)

• Sub-System (Level IV)

Appendix B gives a complete listing of all UNIFORMAT names and codes currently in MAXIMO, along with whether the component is generally considered dynamic (i.e. meaning it receives at least an annual PM) or non-dynamic (i.e. meaning it is not part of any PM program). The UNIFORMAT listing in MAXIMO is managed exclusively by the CBMM Program Manager in the NAVFAC HQ. Any requested changes to the UNIFORMAT listing in MAXIMO should be forwarded to the Program Manager via designated Facilities Engineering Command Points of Contact (FEC POCs). Suggested changes are vetted by the CBMM/ICAP team.

3.4 CIMU Overview and Management

3.4.1 CIMUs in MAXIMO

The basic idea of a CIMU is to group similar components into manageable units. This is an efficient process to conduct assessments on multiple units with similar performance characteristics and record the condition as a single record. As characteristics change and a unit or a group of units requires more frequent assessments/repairs, it may be necessary to separate the unit(s) into independent record(s). Segmenting or dividing a CIMU would apply if the management of the individual unit is significantly different from the other units in the original group. CIMU groups are created and associated with the components that belong to these groups. RPIEs are assigned to a CIMU using the parent/child relationship in MAXIMO where the parent unit is the CIMU.

3.4.2 Grouping Building Components into CIMUs

Grouping components into CIMUs assists the FMS or mechanic in the data management aspect of performing condition assessments. Condition assessment workload increases as the number of individual components or RPIE making up a building increases. As an example, gathering and maintaining inventory and condition data for every individual door in a large building would cost more than the benefit. Grouping all doors into a single CIMU is a more effective and efficient method to collect the inventory and assess its condition. The condition of an individual door in a building is probably similar to every door in the building. Assessing condition at the component level and making effective use of the CIMU process reduce the overall cost to execute a condition assessment program across a portfolio as large as the Navy’s.

3.4.3 Design Life and Remaining Service Life

After a component’s UNIFORMAT classification is assigned in MAXIMO, the design life of the component is automatically populated. The design life is the typical number of years suggested by the manufacturer that a specific component should be able to reliably perform its function. In the absence of a condition assessment program, some facility managers use design life and install date to “predict” or plan ahead for replacement actions.

Remaining Service Life (RSL) is an auto-populated field in MAXIMO that estimates the number of years the component in question can reliably perform its function based on the observed condition.

RSL populates once the initial CI is recorded and is re-calculated each time a new CI is recorded for a component in MAXIMO. BUILDER uses observed CI and design life to estimate the RSL, as illustrated in Figure 3-1. The 90/10 curve represents a component that will maintain a relatively high CI for 90% of its design life and decline rapidly in the last 10% of its design life. For example, the 90/10 curve might represent foundations, basements, or plumbing fixtures.

Figure 3-1: Component Degradation Curves

40 30 20 10

C on di tio n In de x 95/5

90/10

80/20

70/30

60/40

50/50

Remaining Service Life

3.4.4 Rules for Developing CIMUs

Table 3-3 is an example of different CIMUs for building. CIMUs must meet the following criteria:

1. All components within the CIMU must have similar performance characteristics.

2. CIMUs can be renewable or non-renewable.

3. A single CIMU must not contain a mix of renewable and non-renewable components.

4. New buildings will have fewer CIMUs than older buildings.

5. CIMUs are not used to manage recurring maintenance (i.e., changing air filters).

6. CIMU management will reduce required assessments.

7. CIMUs should be minimized to the least number of units that will allow effective management.

Table 3-3: CIMU performance characteristics

Figure 3-2 shows an example of an inventory breakout for an HVAC and its components located within a typical building. Figure 3-2 illustrates the heating, ventilation, and air-conditioning (HVAC) system and the associated CIMUs and child-level RPIE. Table 3-4 demonstrates the classification family tree of this HVAC system.

Figure 3-2: HVAC System (Cooling Tower Components)

Table 3-4: component Classification for HVAC System

D30 HVAC

BOTH

D3020 Heat Generating System D3020130 Boiler, Cast Iron, Hot Water, Gas

BOTH

D3030 Cooling Generating System D3030140 Centrifugal Water Cooled D3030320 Cooling Tower

BOTH D3040 Distribution System

CIMU D3040112 Air Handling Unit Field Fabricated RPIE Unit #1 RPIE Unit #2 RPIE Unit #3 CIMU D3040132 VAV Terminal Cooling only RPIE Unit #1

RPIE Unit #2 RPIE Unit #3

Understanding the process of classifying components within a facility, the next several pages will walk you through the key management areas in order to maintain an accurate inventory in MAXIMO.

3.5 Managing Components in MAXIMO

The Asset, Spare Parts, and Meter tabs are the major areas of importance that require updates within MAXIMO in order to maintain an accurate inventory.

Figure 3-3 shows a screenshot of the Asset tab in the Assets section of MAXIMO. This tab contains all pertinent information to define components. A number of fields in the Asset tab are mandatory and highlighted in MAXIMO with a red asterisk (*).

Figure 3-3: Asset Data Tab

Figure 3-4 shows a screenshot of the asset Spare Parts tab. This section contains the parent/child relationship that exists if the component is a CIMU with assigned RPIE.

Figure 3-4: Spare Parts Tab

Figure 3-5 shows a screenshot of the Meters tab. This section contains the pertinent information regarding the asset’s condition, through a direct condition reading, and the associated meter reading history of the asset.

Figure 3-5: Meters Tab

MAXIMO

Asset Data Tab

MAXIMO

Spare Parts Tab

Meter Tab

3.6 Mandatory Data Fields for New and Updated Components

Table 3-5 lists the mandatory data fields required when adding new components, duplicating, or splitting components.

Table 3-5: Mandatory Data Fields for component Categories

DATA FIELDS CIMU RPIE BOTH

Asset Type

Status

Description

Location

Inventory Category

Work Center

Quantity

Installation Date

Replacement Cost

Master System

System

Sub-System

Meter Group

Figure 3-6 displays a MAXIMO screenshot of the mandatory fields contained within the Asset tab (example: passenger elevator). All new and updated components entered must have data populated where the data field is preceded with an asterisk (*).

Figure 3-6: Asset Tab Required Fields

3.7 Creating an Asset

3.7.1 Essential Information Required when Creating Components The below fields are the mandatory data fields in MAXIMO that must be populated, updated, and maintained for all operating components in MAXIMO. These fields are indicated in MAXIMO with a red asterisk.

Table 3-6: Mandatory Data Fields for All MAXIMO Components

MAXIMO Data Field Description

Description NAVFAC implements naming standards at the FEC-level. PWDs should contact their CBMM/ICAP POCs. The recommended naming convention should support the needs of the facility. It is recommended, but not required that the naming convention should include the inventory category, name and location. This process will assist the FMS with sorting, tracking and reviewing of the components.

Status This field must be changed to “OPERATING” when entering a new asset.

Location Location ID based on iNFADS Property Record and local naming convention.

Inventory Category

Classify the component as either a CIMU, BOTH, or RPIE.

Parent This field is populated for RPIE that are part of a larger component section, CIMU.

Work Center Content for this field is PWD-specific Master System ASTM UNIFORMAT II Level 2 primary category (industry standard) System ASTM UNIFORMAT Level 3 category (industry standard) Sub‐System Represents Level 4. The industry standard for ASTM UNIFORMAT stops at Level 3 (System).

The compiled list of sub‐systems in MAXIMO is a combination of ASTM and R.S. Means assemblies. While the available list of sub‐systems may not cover every single piece of equipment in every building, the list will cover the vast majority. The sub‐system list is managed by the CBMM PM. Recommended changes should be forwarded to the CBM/ICAP Working group.

Asset Quantity For RPIE, this number will usually be 1 if the unit of measure is “each.”

For non‐dynamic CIMUs, the component quantity will be a number greater than 1 (e.g., 20,000

sq. ft. of carpet). For dynamic (PM) CIMUs, the quantity will equal the number of children RPIE (e.g., 50 VAV boxes).

For any components categorized as BOTH, the quantity will be 1.

Installation Date If the installation date is unknown, the default will be the date of the building. This field will aid in establishing if a component is achieving its required design life, lasting longer, or degrading faster.

Remaining Service Life

(RSL)

Once a CI is calculated, the RSL is estimated. This is an automated process and the data field is non-editable.

Replacement Cost

Mandatory data field that must be populated by the user. MAXIMO does not automatically add the value of all RPIE assigned to a CIMU, the field must still be entered by hand. Remember, this field is used in the weighted average calculation for Location CI. Components with a larger replacement value account for a larger percentage of the overall Location CI. If no value is entered, this field will ultimately auto-fill with a zero (0) and carry no weight in the overall Location CI. Guidance on calculating replacement cost, commonly referred to as component replacement value (CRV), is found in section 3.7.2.

Meter Group This field is critical in assigning the correct Direct Condition Rating (DCR) meter to the correct CIMU. The vast majority of Meter Groups only have one meter, the generic DCR (CR‐1000).

Most PM CIMU (mechanical, electrical, etc.) Meter Groups have multiple meters that are specific to that type of component. The name of the Meter Group is the exact same as the name of the sub-system used to classify the asset.

3.7.2 Calculating Replacement Cost

The replacement cost, commonly referred to as component replacement value (CRV), is intended to capture the minimum cost to replace the asset. It is not expected to be a Planning & Estimating (P&E) level figure. To assist with calculating this field, use the RSMeans CostWorks program as shown in the steps below. If the program is not available, RSMeans books can be utilized to find the same information manually.

Step 1: In the RSMeans Costworks program, set the location to US National Average Cost.

Step 2: Set the wage rate to Union

Figure 3-7: Selecting Location in RSMeans CostWorks

Step 3: Click on the Unit Cost Tab

Figure 3-8: Unit Cost Tab in RSMeans CostWorks

Step 4: Click on type of equipment

• Start with Removal and disposal Cost of Equipment and click “To List”.

• Find type of equipment to be replaced for installation cost or use square foot cost for complete systems (Assembly Cost Tab) and click “To List”.

• If work or equipment will require lifting, i.e. Crane, aerial lift, etc. cost will need to be added as required and click “To List”

Step 5: Retrieve Replacement Cost as shown in Figure 3-9.

• Once all associated costs for the equipment are added to the “To List”, select “Estimator” Tab

• Import CostList and adjust quantities as needed

• Select the “$” to see total replacement cost of equipment

Note: It would be a good resource to develop a cost list of the most common components/equipment used and create a spreadsheet for quick reference.

Figure 3-9: Example of 60-Ton Chiller CRV

3.7.3 Applying Asset Types

This section defines the process for assigning the Asset Type the component supports. Initially, you will be required to populate the mandatory asset data fields as defined above.

Step 1: Using the Go To menu located in the header bar, select Asset.

Step 2: Under the Asset tab click Asset Type.

Step 3: Click the Find button (category options pick list).

Step 4: Choose the applicable asset type based on the definitions shown in Figure 3-10.

Figure 3-10: Asset Type Pick List

Asset Types

Find

3.7.4 Determining Inventory Categories

Each record in MAXIMO represents either a single unit or a group of multiple units. Before tagging the component record with the appropriate Inventory Category, first evaluate the data and determine which category is appropriate. Figure 3-11 provides a decision flow chart to help with this analysis.

Step 1: Determine if the record is an RPIE.

Step 2: Determine if record is managed independently.

• If “Yes” then the RPIE should be classified as a BOTH (CIMU and RPIE).

• If “No” then the RPIE is considered part of a component section.

Step 3: A RPIE that is a member of a group should be associated with a CIMU.

Figure 3-11: Asset Type Process Flow

Once all records are reviewed and a clear determination can be made, assign the appropriate classification in the Inventory Category field.

Step 1: Select Inventory Category from the Asset tab

Step 2: Click the Find button to display a pick list.

Step 3: Choose the applicable asset type from the pick list shown in Figure 3-12.

Figure 3-12: Selecting Inventory Category

Is record a single asset?

Record is an

RPIE

Is the RPIE independently managed?

Tag =

BOTH/CIMU

Tag = RPIE

Is record a group of components or a building component?

Tag = CIMU

Conflict! All records must meet RPIE or CIMU classification

No

Yes

Associate with Parent

CIMU

“Belongs To”

Yes

No Yes

No

3.7.5 Work Center

The next required field is the Work Center, shown in Figure 3-13. This field is specific to the installation and should be provided by the local FMS. Inventory assessed by base operating support contractor (BOSC) should be designated with a contractor work center.

Figure 3-13: Work Center

More details on Work Centers are located in the MAXIMO User Guide, in the Quick Links section of NAVFAC’s Public Works Business Line Portal page.

Work Center https://hub.navfac.navy.mil/webcenter/portal/pw?_afrLoop=63576639404849%23!%40%40%3F_afrLoop%3D63576639404849%26_adf.ctrl-state%3D93m7n7yjp_120

3.7.6 UNIFORMAT II

All components in MAXIMO must be categorized using the UNIFORMAT II standard. Completion of the UNIFORMAT II section is mandatory when adding a new asset, modifying or updating any type of asset. Validation of this information is also required when splitting components. Always begin with the Master System.

Step 1: Select Master System from the Asset tab shown in Figure 3-14.

Step 2: Click the Find button (category options pick list).

Step 3: Choose the appropriate Master System based on component type.

Figure 3-14: UNIFORMAT II – Master System Type

Once the Master System has been selected from the pick list, define the System level:

Step 1: Select System from the Asset tab.

Step 3: Choose the appropriate System based on the Master System for the component.

Figure 3-15: UNIFORMAT II – System Type

UNIFORMAT II

Master System

UNIFORMAT II

System Pick List

Continue with UNIFORMAT II level populating System and Sub-System levels for the asset/components as shown in Table 3-7.

Table 3-7: UNIFORMAT II Level Classifications in MAXIMO

UNIFORMAT II Classification MAXIMO Data Field Level 2 Group Elements Master System Level 3 Individual Elements System Level 4 Component Unit Sub-System

The Level 4 Sub-System level is the appropriate level for a CIMU. The Sub-System level provides enough detail to group similar items into a single management unit without creating numerous records that must be maintained. When determining the requirement to split or group components into a CIMU, this process is subjective and left to the professional discretion of the Facility Management Specialist (FMS) based on the actual condition and performance of the individual components or pieces of equipment.

3.7.7 Filter Sub-System List

Step 1: Click on the Select Value button from the Sub-System field of the selected record (Figure 3-16), this is an example of the Equipment module

Step 2: Click on the Filter button, Step 3: Select the appropriate classification and Save the record.

Figure 3-16: UNIFORMAT II – Sub-System Type

3.7.8 Installation Date

Input Installation Date (Figure 3-17). The Installation Date should be the date the component was installed and activated; if unknown, enter the date the building was constructed. Installation date should not reflect the purchase date of the equipment. This section applies to all MAXIMO record updates regardless of new components, splitting or modifying the data.

Note: Components can be purchased in bulk and sit for an extended period of time prior to installation.

MAXIMO UNIFORMAT II

Sub-System

Installation Date

Figure 3-17: Installation Date

3.7.9 Duplicating a Record

Duplicating a component copies the relevant information from one component to create another.

From the existing component, complete the following steps to duplicate and create a new record.

Step 1: Click the Select Action drop-down from the Asset tab and select Duplicate Asset (Figure 3-18).

Step 2: Populate the Asset, Location, Installation Date, and Replacement Cost fields with the correct information and save

Figure 3-18: Duplicating an Asset

3.8 Updating an Asset’s Status

The Status data field is required when entering a new record or updating the operating status of an existing record. If the component’s Status is defined as anything other than “OPERATING,” the CIMU/BOTH record will not be included in the calculation of the overall Location CI. RPIE records are never included.

Step 1: Select Status from the Asset tab.

Step 3: Choose the applicable status based on the definitions in Figure 3-19.

Figure 3-19: Status Pick List Options

The primary Status designations with be either OPERATING or DEA.

• DEA status is used when deactivating an asset due to removal or the asset is no longer operational. When moving an asset to DEA, it will no longer be included in the calculation for Location CI.

• Operating status will apply when entering new, updating or modifying components. The status must be OPERATING in order for the asset’s CI value to be included in the Location CI calculation.

Status Field

3.8.1 Change Status Options

Figure 3-20 displays Change Status options, including:

• Roll New Status to All Child Assets?

• Remove Asset Reference from Active Routes?

• Remove Asset Reference from Active Safety Plans?

• Change the status of all associated PMs to Inactive?

Figure 3-20: Asset Change Options

Descriptions and definitions for these change options are located in the MAXIMO User Guide, in the Quick Links section of NAVFAC’s Public Works Business Line Portal page.

3.9 Deactivating an Asset

Choose DEA status when deactivating an asset due to removal or if the asset is no longer operational. When moving an asset to DEA, it will no longer be included in the calculation for the CI.

For additional clarification on the meaning of other status designations, refer to the MAXIMO User Guide, in the Quick Links section of NAVFAC’s Public Works Business Line Portal page.

New Status https://hub.navfac.navy.mil/webcenter/portal/pw?_afrLoop=63576639404849%23!%40%40%3F_afrLoop%3D63576639404849%26_adf.ctrl-state%3D93m7n7yjp_120 https://hub.navfac.navy.mil/webcenter/portal/pw?_afrLoop=63576639404849%23!%40%40%3F_afrLoop%3D63576639404849%26_adf.ctrl-state%3D93m7n7yjp_120

3.10 Methods to Update Asset Inventory

When completing assessment of new inventory or re-evaluating the condition of existing components, the process for entry will fall into one of three categories:

3.10.1 Method 1: Manual / Direct Data Entry

Direct data entry into Maximo (reference Maximo User Guide on requirements). This requirement is preferred when updating a single component or asset record. This is a convenient and fast way to make minor edits to the data. This process is not preferred for large updates such as major system changes, new construction updates or full assessments of an entire location.

3.10.2 Method 2: Flat File

The Flat File transfer process is preferred during revaluation of asset condition for an entire facility or large amount of components. This process is completed through a back-end upload process directly into MAXIMO utilizing the file here.

This process involves manually filling out an excel spreadsheet in the correct format for upload. This data follows the process outlined above, updates the mandatory fields, and conforms to MAXIMO’s format.

3.10.3 Method 3: eOMSI

New inventory is delivered to a PWD as a contract deliverable in Excel format. That doc must be edited by the local PWD to conform to the Flat File option 2. Linked here is the Unified Facilities Guide Specifications created by the Whole Building Design Guide.

When files for options 2 and 3 have been reviewed and completed, local Command Installation Officers (CIOs) can perform upload the flat files into MAXIMO via the flat file interface.

Table 3-8: eOMSI Required Facility Asset Fields

Position Name Explanation

1 AssetNum Asset identification used by the KTR to uniquely identify components or equipment (e.g., FAN001, AHU003)

2 Description Primary Asset Name (100 Character Limit)

3 Long Description Additional Relevant Information (e.g., size, capacity, limits, etc.)

(1,000 Character Limit)

4 MASTERSYSTEM Reference values from Model and Facility Data Matrix tab (MASTER SYSTEM)

5 SYSTEM Reference values from Model and Facility Data Matrix tab (SYSTEM)

6 SUBSYSTEM Reference values from Model and Facility Data Matrix tab (SUB-SYSTEM)

7 Building Number Current Building # in MAXIMO for renovation work. Will be provided by GVT for new construction

8 Asset Quantity Quantity in correct unit of measure as defined in UOM field of the Model & Facility Data Matrix

9 Replacement Cost Installed cost (material and labor)

10 Contract Number Provided by GVT

11 Task/Delivery Order Number Provided by GVT

12 Warranty Expiration Date MM/DD/YYYY https://hub.navfac.navy.mil/webcenter/portal/pw/page18/page1958?_afrLoop=15401931910715%23!%40%40%3F_afrLoop%3D15401931910715%26centerWidth%3D100%2525%26leftWidth%3D0%2525%26pocEmail%3Dlee.pearce1%2540navy.mil%26rightWidth%3D0%2525%26showFooter%3Dfalse%26showHeader%3Dfalse%26_adf.ctrl-state%3Dn4lk04v0l_193 https://www.wbdg.org/ccb/browse_doc.php?d=8964 https://www.wbdg.org/ccb/browse_doc.php?d=8964

Position Name Explanation

13 Installation Date MM/DD/YYYY

14 Room Number Room Number of installed equipment

15 Manufacturer Manufacturer name of installed equipment

16 Model Model number of installed equipment

17 Serial # Serial number of installed equipment

Regardless of which method is used, the local FMS must validate that the location (e.g., the building) has been created correctly and is properly associated to an existing iNFADS property record. All components require a location assignment within MAXIMO. If the location is not properly linked to iNFADS, CI and FCI data will not be updated during the weekly MAXIMO–iNFADS interface that runs each Wednesday evening.

3.11 Spare Parts

The Spare Parts tab allows the user to develop asset hierarchies. It is used to assign subassemblies, or child components, and spare parts, or inventory items.

Two tables on this tab display subassemblies and spare parts, as shown in Figure 3-21.

Figure 3-21: Spare Parts Tab

• Subassemblies Table: The subassemblies table is used to add subassemblies to the selected asset. The subassembly must be recorded in the asset database table to list it here.

You can build and view the asset hierarchy by using this tab. This is where FMSs can see relationship between CIMU and RPIE inventory.

• Spare Parts Table: The spare parts table is used to add spare parts to the selected asset.

The item must be recorded in the inventory database table to list it here. These parts are displayed on the report for planned maintenance work orders.

Subassemblies

Spare Parts Table

3.11.1 Relating Subassembly Components and Spare Parts

Subassemblies and spare parts are added by selecting the Spare Parts Tab.

Step 1: Click the New Row buttons that corresponds with the section you are updating.

Step 2: Click the Select Spare Parts button to limit the selection to Items that have previously assigned to other components. This allows the user to select more than one part for entry.

Figure 3-22: Adding New

Step 3: When entering a Subassembly, the Asset or Location selected must be an Operating record.

Figure 3-23: Entering a Subassembly

Step 4: Repeat this action until all desired subassemblies have been entered. You can use the same process for adding Spare Parts. Spare parts are selected from the list of available items whereas Subassemblies are selected at the asset or location application.

Figure 3-24: Selecting Asset Spare Parts

Step 5: When all Sub-assemblies and Spare Parts are entered, click the orange arrow on the left of the record to collapse each row (the arrow will become blue). Click Save.

Figure 3-25: Saving Spare Parts to the Asset

3.12 Running Asset Report to Verify Inventory

To build an assessment list of CIMUs for non-dynamic components, run an asset report using the steps below. Step 3 of this process also displays how to run the Asset Summary and Inventory Validate reports.

Step 1: In the Asset tab, select ‘Advance Search” and enter values into the following data fields:

Location (list the building you are going to assess), Status (OPERATING), Site (should be auto-populated), and Inventory Category (Enter CIMU and BOTH). Click Find.

Figure 3-26: Advanced Search

Step 2: In the Assets tab, click the pull down arrow next to “Select Action” and select “Run Reports.”

Figure 3-27: Running the Asset Report

Step 3: Type “ICAP” in the blank field. Select the NAVFAC ICAP Asset Detail (Export to Excel). The NAVFAC ICAP Asset Summary and NAVFAC ICAP Inventory Validate reports can also be run using this same process. Figure 3-28 displays also lists these available reports.

Figure 3-28: Selecting NAVFAC ICAP Asset Detail

Step 4: The Request Page will appear as shown in Figure 3-29. Enter the Location desired and click Submit.

Figure 3-29: Submitting Data Export

Step 5: After the report populates the desired data, select the “Export Data” icon to reveal dialogue box shown below. In the dialogue box, move all available columns to the selected columns using the double arrow circled below, and then click OK.

Figure 3-30: Exporting Data

Export Data

Step 6: The report will run in an Excel format. Review worksheet to verify the asset information is correct.

Figure 3-29: Reviewing Data Export in Excel

Step 7: Narrow down fields to customize to FMS preference. Example of final report is shown below.

Figure 3-30: Customizing Data Export for Assessment

4 CONDITION ASSESSMENT

Learning Objectives

• Understanding condition assessments and their frequency

• Assessment planning

• Direct condition ratings

• Assigning meter groups

• Meter readings

• Developing job plans

4.1 Defining Assessments

Condition assessments are performed at the component level. An assessment includes a review of the components of a facility for visible deteriorations and deficiencies encompassing age, previous work order history, recently completed repairs or replacements.

This process also includes non-visible components such as plumbing, electrical, ducting, etc. For example, to assess electrical wiring, assessor can check breakers, check for hot spots, and/or review outage history. Outage history can provide significant insight into the condition of non-visible facility components as they deteriorate.

Condition assessments can also be supported via certification inspections for specific components such as boilers/unfired pressure vessels (UPV) and elevators.

4.2 Frequency of Condition Assessments

Condition assessments are performed in accordance with BMS B-15.1.3.

Beginning in FY17, all non-dynamic components shall be assessed at least once every five (5) years. All dynamic PM components shall be assessed annually as part of the most invasive PM of the year.

In addition to the normal 5-year frequency, assessments should be performed when:

• The inventory of the building changes, the condition of affected components needs to be assessed. Example: after a new construction, overhaul or an addition to an existing building.

4.3 Annual Assessment Planning

BMS B-15.1.3 ICAP: Continuing Assessment Process establishes the requirement for the Requirements Branch Head and FMS staff to formulate a condition assessment schedule or plan for each PWD. It is recommended that each PWD develop/update its Annual Assessment Plan every year for the following Fiscal Year (FY) not later than the end of the third quarter of the previous FY.

Finalizing the Annual Assessment Plan by EOQ third quarter each year will allow the fourth quarter time period to promulgate the Annual Assessment Plan and position resources to execute the assessment plan as approved.

PWDs may wish to lay out a multi-year (e.g., 5-year) assessment plan, and this is acceptable as long as the multi-year plan is also updated annually. The benefit of a 5-year plan is that it helps determine that the PWD has reviewed their entire inventory and created a plan for all components based on their required frequency.

PWD strategy/process for developing an Annual Assessment Plan should include the following steps:

4.3.1 Contents of an Annual Assessment Plan

The Annual Assessment Plan should outline the following information for each PWD:

1. Inventory of components

2. Personnel to assess

3. Notional Schedule

4. PWD-level tracking mechanism

5. Public Works Officer (PWO)/Deputy Public Works Officer (DPWO) update mechanism

6. Statement on the State of Currency at the PWD and overall plan to progress to a sustainable program

7. Indicate any known, anticipated, or potential risks to execution of the annual assessment workload or risks to maintaining currency

4.3.2 Planning Process

Step 1: Use Cognos to plan

Outline Entire Inventory

Use Cognos ICAP reports to outline the entire PWD inventory and when existing CI scores expire.

Cognos Metric PW 5.05 ICAP EXPIRING ASSET ASSESSMENTS allows the user to input a date range in order to visualize expiring components in any given date range as well as identify components that are already in an expired status. You can then sort the expiring inventory results within Excel to provide the data you need (i.e., by facility).

1. Plan with Cognos

2. Identify Who 3. Publish 4. Engage

5. Track with

Cognos

Understand Annual Condition Assessment Demand, Over 5-years

Using…