J-1501000-08 ICAP Training Manual v9.pdf

ICAP Training: Table of Contents

Chapter 1: Overview

Chapter Outline

Program Objectives

Change Management Chapter 2:

Basic Concepts

Chapter Outline

Chapter Objectives

Terminology

Definition of a Component Inventory Management Unit

CIMU Principles

Why group building components into CIMUs?

Understanding life-cycles

Basic elements of a CIMU

General rules for CIMU

Baseline Data

Data Progression

Baseline Assessment Phase I

Baseline Assessment Phase II

Chapter 3: CIMUs

Chapter Outline

Chapter Objectives

Organizing Building Elements into CIMUs

Level 4 CIMU Classification

UNIFORMAT II Elemental Classifications

Filter Sub-system list

Chapter 4: (SPM)

Single Platform Maximo

Chapter Outline

Chapter Objectives

Using SPM for Inventory Management

Essential Information for SPM Equipment Screen

SPM Equipment Fields

ICAP Training: Table of Contents

Classifying Records in SPM

Determining CIMU groups

Filter Equipment List

Create new equipment record

Duplicate Equipment Record

Assign Equipment to a CIMU

Updating SPM Records

Splitting CIMUs

Location Module

Updating Condition Index

Deficiencies

Create a new deficiency

Additional Tabs for Equipment in SPM

Specifications Template

Chapter 5: CIMU Management

Chapter Outline

Chapter Objectives

Steady State Concept

Steady State Management of CIMUs

CIMU Management and the Big Picture

Understanding Condition Analysis Life Cycle

Supporting SPM Tabs

Inspections - A Brief Preview Appendix A - Glossary

Appendix B – Navy Portal Links

Appendix C – Approved Tag List

Appendix D – Business Rules

Appendix E – Approved Level 4 List

Appendix F – Inspection Protocol

ICAP Training Chapter 1: Overview

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CChhaapptteerr 11:: OOvveerrvviieeww The bulleted items below are the topics that will be covered in this chapter:

Chapter Outline

Program Objectives (4 task modules of training) Change Management Data Progression

Program Objectives

The purpose of the Infrastructure Condition Assessment Program (ICAP) Training program is to introduce a new concept of facility management. The strategy is centered on condition analysis, reversing decline and improving conditions. There are three things we are trying to change:

1. what we manage

2. how we manage condition

3. where we need to apply resources most effectively

The current process is focused on reducing the number of outstanding work orders. If we fix what’s broken then it is assumed the condition of the facility is improving. This statement is false. For instance, replacing light bulbs does not improve the condition of a building, nor does fixing a leaking plumbing fixture.

The question is, what determines the overall condition of the facility? It is the aggregate condition of all major components. We will learn to manage a building’s condition by focusing on building components, working smarter not harder.

We need a strategy to look into the future and plan for replacement rather than risk system or component failure. Investment spikes are a given in any building as indicated in Chart 1. We need a strategy to smooth out the spikes by moving renewal around. Take the large spikes and move them forward and/or push into the future to try to equal the average. The spikes may include multiple systems expiring at the same time. Year 9 reinvestment may be smoothed by pushing some renewal into the future and pulling other system renewal for early replacement. The goal is to understand which system to push or pull based on criticality as well as functional need.

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Chart 1

The most important thing you will learn is to manage condition not work activity. Monitoring the condition of the building components and planning for major repairs and replacement, will provide facility manager the flexibility to move projects to and from a strategic plan to a tactical plan.

This is the first of four high order facility condition assessment and facility management objectives in support of the steady state Facility Condition Assessment Program (FCAP). Each of the four task elements are descripted below:

1. Inventory: both Real Property Installed Equipment (RPIE) Inventory and Component Inventory Management Units(CIMUs). How each is defined and used in the Facility Condition Assessment (FCA) process, how they are maintained and the Facility Engineering Command (FEC)/Public Works Department (PWD) roles and responsibilities with respect to these criticial data elements.

2. Analysis: describe the use of Condition Index (CI), Remaining Service Life (RSL), Mission Dependence Index (MDI), Commander Navy Installations Command (CNIC) condition standards and other factors to identify CIMUs and systems that need Sustainment Restoration and Modernization (SRM) expenditures. Include Engineered Management System (EMS) methods for future year’s condition forecasting and anticipating future condition based on decisions made today.

3. Work Planning: developing the Maintenance Execution Plan (MEP), Maintenance Action Plan (MAP) and Long Range Maintenance Plan (LRMP). How to codify the plans in Single Platform Maximo (SPM) and track the execution of MEP as well as the churn rate of LRMP.

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4. Inspection: establish written protocols for all component management units. Establish a breakdown such as :

a. High risk, go/no-go (building failure) CIMU

b. High risk, not go/no-go

c. Ordinary risk,

d. Run to failure management units

Identify all opportunities to incorporate inspection and condition data gathering with existing PWD processes for PM and facility management.

Change Management

Richard Hooker wrote “change is not made without inconvenience, even from worse to better.”

This is all too true. We are all uncomfortable with change. Change is difficult on an individual basis and especially hard on an organizational basis. What we have found over the years is that understanding the basics of change helps individuals and organizations more readily accept change.

So why is change so hard? Imagine a graph of your actual productivity. The X axis is time and the Y axis is a measurement of your actual production. Let’s graph long-run production and not short-run. The reason we differentiate between the two is because short-run production tends to have large swings. You have good days and you have bad days. One day you feel you have accomplished a lot, and the next you feel the whole day was wasted. On the other hand, long-run production is somewhat even. You probably have about the same productivity curve this year that you did last year (identified as “A” in Graph 1).

As you can see in the graph, these production curves tend to level out over time. You learn to do your job and you do it. Systems and procedures are in place and by following those procedures you get your job done. That is until someone wants to make a change.

Let’s say someone comes in and decides we are going to automate the process for work-orders. Instead of tracking work requests on 3 by 5 cards, the tracking will be done on the computer.

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Learning the new system will take some time. People will have to change some habits. This new learning will slow production. What use to take people 5 minutes, now takes them 20 minutes because we have not had time to develop good work habits and are still learning the new system. In other words, production will fall (identified as “B” in Graph 2) from your normal production curve “A.”

This drop in production will cause some to lose interest. Others will voice their concerns saying the old system was better or more efficient. In the short-run, these nay-sayers may be correct.

Support of the change is most difficult at this point.

But, in the long-run the loss in production is soon gained back when new habits are learned. Once people start to understand the new systems and procedures, all the loss in production should be gained back plus a little more.

After the change is in place and new habits are formed, people will start to see an increase in their long-run production (identified as “C” in Graph 3). Once this new production is achieved, it will not go away. You now have a new productivity curve.

Unfortunately, short run inefficiency is what causes many good changes to fail.

People will complain about the new system and will point to legitimate problems in an effort to go back to the old method. They do not recognize the inherent production problem associated with change and think the temporary production loss is permanent.

Another problem exists because people claim to be too busy to change. In essence, they are saying ‘I am too busy to become more productive’. These people will always be too busy because they are not looking for better ways to do their work.

There are inherent problems associated with change. People are resistant. But, understanding the problems and taking a few measures can minimize change resistance:

Make sure top management is aware of the possibility of short-term inefficiencies (production drops) and will support the change in the long run.

Develop a detailed implementation plan when changing operations and procedures.

Graph 2

B Productivity

A

Time

Graph 3

C

B Productivity

A

Time

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Include production drops and extended hours of involvement in your change implementation plan

Let people know that being too busy to change is a very short sited view to the big picture.

The best advice is to communicate this concept to others. By letting stakeholders in the process know about the resistance to change and why this resistance happens is the first step to successful change.

ICAP Training Chapter 2: Basic Concepts

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CChhaapptteerr 22::

BBaassiicc CCoonncceeppttss The bulleted items below are the topics that will be covered in this chapter:

Chapter Outline

Chapter Objectives Terminology Baseline Data

Chapter Objectives

At the completion of this course, you will be able to:

1. Explain what a CIMU is.

2. Know what the rules and regulations are for inventory management.

3. Recognize what components make up a CIMU

4. Recognize the data source and the differences for the baseline data.

Terminology

Definition of a Component Inventory Management Unit

A Component Inventory Management Unit is a building component, group of components or component assembly, serving a specific purpose in a facility that can be expected to follow a common and predictable lifecycle behavior.

CIMU Principles

The basic concept of a Component Inventory Management Unit is the consolidation of similar components into a single group (generally a many to one relationship) to monitor and plan building conditions. This might sound like more work for an already busy maintenance staff, but once CIMUs are established and entered into Single Platform MAXIMO, the software will automate work currently being done manually or not done at all. Establishing the concept of CIMUs into your organization will lead to working smarter not harder.

ICAP Training Chapter 3: CIMUs

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When real-property components or systems reach their end of useful life, they should be replaced. When these old systems remain in service, the number of repairs and the overall cost of maintaining the system increases. Functionality suffers and the overall level of comfort for occupants will decline. Therefore managing the condition of infrastructure by monitoring consolidated components will allow managers to reduce cost, maintain functionality and sustain occupant comfort.

Some of these management units will have few failure modes and will require less management attention. Other CIMUs have observable failure modes that can be used to identify an optimal time for renewal/replacement; still other CIMUs will require more sophisticated observations/methods or instrumentation. The ability to anticipate renewal actions and the cost/difficulty of making the observations will be used along with consequence analysis to determine inspection protocols and condition standards.

Why group building components into CIMUs?

When the correct procedures are in place, managing conditions is not complex.

What makes condition management difficult is the uncertainty of how to view the thousands of different components that make up a building. For instance, if we tried to manage the condition of every door in a building individually, the gathering and maintaining of the data would cost more than the benefit of having this data. On-the-other-hand, if we were to assemble all doors into a single grouping, it would be much easier to collect and maintain this data. And, generally speaking, the condition of each individual door in a particular building is probably similar to every other door in the building, therefore managing doors as a single CIMU makes sense. As previously stated, monitoring consolidated components (CIMU group) will allow managers to reduce cost, maintain functionality and sustain occupant comfort.

Understanding life-cycles

Because most infrastructure components have a design life, you can predict and therefore plan for failures. For example, a single-ply roof will last about 20 years before replacement is necessary. If we know this, we can plan for a roof replacement when the building reaches 20 years old. We also know the roof will need to be renewed again in years 40 and 60. There are many systems that will be replaced in the life of real-property. In the example above, a building that will be used for 70 years will probably have at least 3 roofs replaced during its life. These types of components are known as “renewable.”

A few building components will never be replaced. For example, foundations are not typically renewed. If the foundation has serious problems, in all likelihood, the entire building will be replaced. Another component that would

9 | P a g e not be renewed would be the superstructure. These types of components are known as “non-renewable.”

CIMUs are either renewable or non-renewable. A particular CIMU would never have a mix of renewable and non-renewable components. There is a difference in the way these CIMUs are managed. On renewable CIMUs, you will want to closely monitor the condition and will do so using design life and remaining-service-life. The management of non-renewable CIMUs is much different given the nature of not replacing the CIMUs with any type of regularity.

Basic elements of a CIMU

A number of variables can be tracked at a CIMU level. At a minimum, the following data elements should be recorded:

UNIFORMAT classification – a standard classification of building components established by the National Institute of Standards and Technology (NIST).

Design Life – Normal useful life of building components. This is generally established by the manufacture and is measured in years.

Installation Date – Install date of the majority of components within the CIMU.

Remaining Service Life (RSL)– Actual remaining service life of the majority of components within the CIMU.

Direct Condition Rating – A measure of 9 condition ratings established by the Corps of Engineers. Ratings are from green plus (new) to red minus (total failure).

General rules for CIMU

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

2. CIMUs can be renewable (roofs) or non-renewable (foundations)

3. A single CIMU will never have a mix of renewable and non-renewable components

4. Generally speaking, new buildings have fewer CIMUs than older buildings

5. CIMUs are not used to manage reoccurring maintenance (changing air filters)

6. Good CIMU management will reduce required inspections and will help maximize investments in facilities

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

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8. The use of CIMUs is a paradigm shift from repairing building components to managing building condition.

Table 1

Baseline Data

The B-FCAP baseline assessment was conducted in two phases using a common classification method for consistency and manageability. Data elements were recorded using the UNIFORMAT II Elemental Classifications divisions A – G standard (see Chapter 3 for a detailed discussion on UNIFORMAT). The use of UNIFORMAT facilitates the migration of the data into the SPM database as shown in the Data Progression flowchart [Chart 2].

Existing information within iNFADs and SPM was included in the baseline assessment.

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Data Progression

Chart 2

The assessment data files are available for review on the Navy portal. To access your files please visit https://portal.navfac.navy.mil/private and follow these steps:

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Step 1 Select the Organizations tab

Step 2 Select Business Line ->Public Works from the list menu

Step 3 Select Facility Mgmt. & Sustainment from the left hand task bar

Step 4 Select the FCAP tab

Phase I data can be found under the Baseline Assessment (BA) Phase I – FY08 header [Figure 1]. The files are organized by Facilities Engineering Commands (FEC) and include the assessment report, SPM data and Questionnaire for each installation. The phase II assessment report files are listed under the Phase II Out-Brief files header. The files are also organized by Facility Engineering Command (FEC) and contain the individual building and installations reports in PDF format.

Figure 1

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Baseline Assessment Phase I

Figure 2 is a completed sample form used during the Phase I assessment. Field assessors collected detailed equipment information, evaluated the overall condition and identified any deficient conditions that required replacement or repairs. We stated in the previous section that a common classification method was adopted as the standard. Located at the top right corner of the data collection forms is the UNIFORMAT classification specific to the selected unit type (i.e. D3040 Distribution System). To the left of the classification is the existing iNFADs information which was updated as information was available.

Once the data was reviewed by a quality control representative, the forms were sent for processing into the VERTEX software system. The data was then packaged for transfer as a flat file (plain text format of a database model) into SPM. These files were posted on the Navy portal for review and corrections.

Before the data was migrated into SPM it was filtered through 4 stage process.

The stages are described in detail in the SPM IMPORT README FILE available for review in Appendix B and on the Navy website. Click on the “ReadMe First.doc” link under the Baseline Assessment (BA) Phase I – FY08 to download a copy. All Phase I data has been migrated into SPM at this time however you still have an opportunity to make corrections within the SPM system which will be covered in Chapter 4.

Now that you have the data, what do you do with it? The next step in the process is to group individual equipment records into manageable units (CIMUs). There are thousands of equipment records that have either been updated or added as a result of the baseline assessment but not all require independent inspection and management. As stated in the CIMU Principles section above, a CIMU is a grouping of like components with similar performance characteristics. You are tasked with creating CIMU groups to assist with managing the overall building condition. Instructions on how to complete this task are provided in Chapter 4.

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Figure 2

Baseline Assessment Phase II

Phase II data incorporated the CIMU concept. Assessors gathered information for the individual management units and identified any deficient conditions which may negatively impact the operation of these units. Figure 3 is an image of the COMET application Condition screen which contains the building cost model (CIMU listing). Each level of the building model is represented according to the UNIFORMAT II standard. The fourth level is the approved BFCAP CIMU

15 | P a g e classification. Also note the pencil icon with a number next to it (magnified).

The number indicates how many equipment records are associated with the CIMU. The condition of the CIMU is managed at the parent L4 description but is dependent on the condition of the individual equipment records. Existing SPM equipment records were updated whenever possible. In compliance with the assessment scope of work, new equipment information was limited to the approved tagging list provided in Appendix C.

Figure 3

The collection process was conducted electronically. Figures 4 – 6 contain the 3 primary data entry screens of the COMET Remote application. Note the similarities between the Phase I form and these 3 screens, UNIFORMAT II classification remain the standard format, iNFADs data is listed for review and update [Figure 4], deficiencies were identified which require replacement or repair of building components [Figure 5] and detailed equipment information was gathered [Figure 6]. In addition, barcode labels were attached and cross referenced in the COMET database.

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Figure 4

Figure 5

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Figure 6

Phase II data must also be validated prior to import into SPM as indicated in Chart 2. The reports are available for review and comment on the Navy portal.

Requested changes must be submitted to Parsons within 21 day of the out-brief date. Chart 3 illustrates the process for submitting changes to Parsons. A copy of the Feedback form will be emailed to the out-brief participants and is available for download directly from the Navy portal as shown in Figure 4. Once all the comments have been incorporated into the COMET database, the data will be flat filed for migration into SPM.

Since the Phase II data is already organized into CIMUs, the next step in the process is to maintain the data. Chapter 4 provides the instruction for maintaining and updating data within SPM.

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Chart 3

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CChhaapptteerr 33:: CCIIMMUUss The bulleted items below are the topics that will be covered in this chapter:

Chapter Outline

Chapter Objectives Organizing Building Elements into CIMUs Level 4 UNIFORMAT

Chapter Objectives

At the completion of this course, you will be able to:

1. Understand CIMU grouping process

2. Be able to update SPM Equipment tab

3. Be able to sustain CIMU data

Organizing Building Elements into CIMUs

As stated in the previous chapter, the basic concept of a CIMU is to group similar components into manageable units. It is not necessary to inspect and create maintenance schedules for each single component of a building. It is more efficient to conduct an inspection on multiple units with similar performance characteristics and record the condition as a single record. As these characteristics change, and a unit or a group of units require more frequent inspections or repairs, it may then be necessary to separate the unit as an independent record. This is only true if the management of the unit is significantly different than all other units in the original group.

The baseline data transferred into SPM must be reviewed and updated to conform to the CIMU guidelines identified in Chapter 2. CIMU groups will be created and associated with the components that belong to these groups. This is known as a parent/child relationship where the parent unit is the CIMU but has child level activity that determines the overall condition of the CIMU.

Chapter 4 provides step by step instructions on how to create the parent/child relationship within the SPM system. The system contains predefined classification codes based on the UNIFORMAT II Elemental Classifications described in the following section.

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Level 4 CIMU Classification

UNIFORMAT II Elemental Classifications

The accepted standard for organizing data into manageable components is based on the RSMeans component classifications. RSMeans adopted the UNIFORMAT II Elemental Classification levels 1 – 3 (Major Group, Group Elements and Individual Elements) as shown in Table 2. This industry standard provides a logical breakdown of major building components that supports the CIMU concept. Refer to the instruction CD for the complete UNIFORMAT II guide.

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Table 2

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As stated in the previous chapter, the baseline data was collected using the UNIFORMAT II standard. The fourth level of descriptions and codes are a condensed list of the RSMeans Assembly classifications (Appendix D). Although UNIFORMAT II provides a recommended fourth level, RSMeans created their own numbering system consistent to the third level Individual Elements to better suit their needs. Table 3 maps the relationship between the UNIFORMAT descriptions and data fields within the SPM system.

Table 3

UNIFORMAT II Classification SPM Data Field

Level 2 – Group Elements Master System

Level 3 – Individual Elements System

Level 4 – Component Unit Sub-System

Level 4 – Component Unit is the appropriate level for a CIMU. Anything above this level is too broad and is in conflict with the general rules for a CIMU listed in Chapter 2. Roofing is a perfect example of this concept. The level 3 “System” description Roof Coverings consist of numerous types of roof coverings with varying characteristics. The “Sub-system” level [Table 4] provides enough detail to group similar roof coverings into a single management unit without creating numerous records that must be maintained. Determining when to split or group components into a CIMU is left up to professional judgment based on the actual condition and performance of the individual components.

Table 4

Illustrated in Figure 7 and detailed in Table 5 is the HVAC system and the associated CIMUs and child level Real Property Installed Equipment (RPIE). The classification family tree would be as follows:

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Table 5

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

D3030 Cooling Generating System D3030140 Centrifugal, Water Cooled D3030320 Cooling Tower

D3040 Distribution System D3040112 Air Handling Unit, Field Fabricated

Unit #1 Unit #2 Unit #3

D3040132 VAV Terminal, Cooling only Unit #1 Unit #2 Unit #3

RPIE

CIMU

RPIE

RPIE

RPIE

D30 HVAC

BOTH

BOTH

BOTH

CIMU

RPIE

RPIE

Figure 7

Filter Sub-system list

Baseline I data sub-system classifications do not meet the current L4 standard.

When updating or creating new records, make sure ICAP is in the prefix of the description. To filter the list for only ICAP descriptions:

Step 1 Click on the Select Value button from the Sub-System field of the selected record [Figure 8] is an example of the Equipment module)

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Step 2 Enter ICAP in the Value field and click on the Filter button .

Notice the list only includes sub-systems with the prefix ICAP

Step 3 Select the appropriate classification and Save the record

Figure 8

ICAP Training Chapter 4: Single Platform Maximo (SPM)

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CChhaapptteerr 44:: ((SSPPMM)) SSiinnggllee PPllaattffoorrmm MMaaxxiimmoo The bulleted items below are the topics that will be covered in this chapter:

Chapter Outline

Chapter Objectives Using SPM for Inventory Management SPM Equipment Fields Classifying Records in SPM Updating SPM Records Location Module Deficiencies Additional Tabs in SPM for Equipment

Chapter Objectives

At the completion of this course, you will be able to:

1. Classify components as RPIE, CIMU or Both

2. Understand and apply the important key data fields in SPM to sustain the data, recognizing how these data fields feed the management system

3. Manage and update CIMU records

Using SPM for Inventory Management

Essential Information for SPM Equipment Screen

Data collected during the assessment process will fall into two categories, new record or existing record with updated data. As indicated in the Data Progression flow chart on page 11, the data was transferred (flat filed) into the SPM program electronically. The shared fields between the assessment data and SPM Equipment record are identified in Table 6.

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Table 6

Model # EQ #

Serial # Spec #

Manufacturer Replacement Value

Install Date Quantity

CI Unit of Measure

Remaining Service Life Description

UNIFORMAT Inventory Category

Location

Symbol Key:

Fields populated in Baseline Assessment Phase I

Fields populated in Baseline Assessment Phase II

Fields required to generate CIMU condition index (CI)

Condition Indices are calculated for a CIMU or RPIE based on the following fields:

Install Date, determines the age of the RPIE/CIMU

Remaining Service Life, how many more years the RPIE/CIMU will/can remain in service

Plant Replacement Value, the value of the RPIE/CIMU is in current dollars

UNIFORMAT (Sub-system) classification

SPM Equipment Fields

Figure 9 is a screen image of the Equipment tab from the SPM program. Each record represents either a single unit or a group of multiple units. The data is a compilation of facility condition assessment data collected during the baseline assessment and/or originated in SPM. All records must be reviewed and updated with the appropriate SPM information and required fields. The

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Inventory Category field has been added to conform to the CIMU requirement. The available options are:

A. BOTH – CIMU and RPIE. A chiller is a good example of a component that would be considered Both. Since chillers are large, expensive and critical components with long a design life, it is possible to have a chiller as an independently managed component (CIMU) and it is an actual piece of equipment (RPIE) with scheduled maintenance and inspections.

B. CIMU – Component Inventory Management Unit, a group of RPIE

C. RPIE – Real Property Installed Equipment

Figure 9

The Phase II data will incorporate CIMUs that are considered non-renewable, meaning they do not require replacement. However, these non-renewable CIMUs may have deficient conditions that require work order activity. If a deficient condition is identified it is important to cross-reference the condition to the parent CIMU (see Create a new deficiency on page 42 for instruction).

Classifying Records in SPM

Before we begin to tag the Equipment record with the appropriate Inventory Category we need to evaluate the data and determine which category is

28 | P a g e appropriate. Chart 4 provides a decision flowchart to help you with this analysis.

Step 1 Determine if the record is a RPIE

Step 2 Determine if record is managed independently.

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

RPIE).

b. If “No” then the RPIE is considered equipment that is inspected as a member of a group of like equipment.

Step 3 An RPIE that is a member of a group must be associated with its parent group. Associate RPIE with Parent CIMU which will be displayed in the Belongs To field.

Chart 4

Conflict:

All records must meet the RPIE or

CIMU classification

Is record a single piece of equipment?

Tag = Both

RPIE/CIMU

Is the RPIE independently managed?

Tag = CIMU

No

Yes Yes

No

Associate with Parent CIMU

“Belongs To”

Record is an RPIE

Is record a group of equipment or a building component

Yes

No Tag = RPIE

Determining CIMU groups

Prior to designating an equipment record as a CIMU, RPIE or BOTH, it is best to know and understand all records associated with the facilities. To display the list of records:

Step 1 Select Equipment from the Equipment list menu in the Start Center

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Step 2 Enter a location ID in the Locations field of the default Find tab [Figure 10]

Step 3 Click the Find button

Figure 10

Step 4 Select the Results tab [Figure 11] to view the list of records associated with the Location. NOTE: if the location ID is not a specific facility (building), the Results tab will list all facilities that meet the criteria. For users that do not know the specific location ID this broad search option may work best.

The information for the selected location will be displayed. Useful sorting options include:

Equipment: clicking on the Equipment header will organize the list in Sub-System order (6th column of the table).

CI: clicking on the CI header will organize the list in ascending/descending order. Organizing the list by worst CI rating helps determine how close the unit is to “failure”.

Belongs To: records that are associated with a parent record can be cross-referenced in the Belongs To column.

Associating records to a parent record is discussed later in this chapter.

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Figure 11

Using Figure 11 as an example, we can take the first draft in determining whether records should be grouped into CIMUs or remain independent. We must consider the general rules for grouping into CIMUs to assist in our analysis:

Performance characteristics: The first two line items are:

Assigned to the same UNIFORMAT classification D303001.01, Description is the same: DW: Absorption Water Chillers

Similar or same CI (general condition)

Similar or same Design Life

Both are renewable components

We should also consider if the two units have similar PM activity.

Remember, grouping individual RPIE into a single CIMU will reduce the number of inspections required since a single inspection can take care of multiple units.

Each record should be reviewed in detail before making the final decision to group.

Step 5 Select the line item and click on the Detail Menu button .

Step 6 Select Go to Equipment from the list menu [Figure 12].

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Figure 12

Things to look for in the detailed equipment records include [Figure 13]:

Equipment Qty: this record may already be considered a CIMU if there are multiple units already grouped.

Special Reqs: the description may provide information which would discourage grouping with another record. An example would be this/these CW Chillers service an area that is considered high priority and must be inspected more frequently than the standard policy.

Installation Date: it is recommended that units be within a reasonable age group, generally no more than a 3 - 5 year difference.

RSL (Remaining Service Life): it is recommended that units be within a reasonable remaining service life group, generally no more than a 3 – 5 year difference. Depending on the condition of the unit, the frequency of inspection may be greater for a unit that is approaching the need for replacement.

Status/Cond. Code: the record must be in “active” status to be considered in the Condition Index calculation. In Service Full Capability (ISF) indicates the record is active.

Once all records have been reviewed and a clear determination can be made, Step 7 Assign the appropriate classification in the Inventory Category field.

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Figure 13

Filter Equipment List

The list of equipment as shown in Figure 11 can be filtered to reduce the number of records displayed. For example, you may be interested in reviewing only the Panelboards to determine whether they should be grouped into a single CIMU or multiple CIMUs. To filter the equipment list:

Step 1 Select the Filter link on the Equipment header. The Filter toolbar will be displayed as the first row of the table [Figure 14].

Step 2 Enter the desired description to filter by in the appropriate field.

For this example we will filter for Panelboards in the Description field.

Step 3 Click on the Find button to apply filter

Figure 14

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Figure 15 displays all the records that met the filter criteria = Panelboard. NOTE:

it is best to filter using fewer characters (i.e. panelboard vs. panelboards) to produce greater results.

Figure 15

Create new equipment record

Before an RPIE can be mapped to its parent CIMU, the CIMU record must be created. There are two methods to creating an equipment record: 1) create a new equipment record 2) duplicate an existing equipment record and designate it as a CIMU in the Inventory Category field.

To create a new record:

Step 1 Select Equipment from the Start Center/Equipment menu

Step 2 Select the Equipment tab [Figure 16]

Step 3 Click on the New Equipment button

Step 4 At a minimum, complete the following required fields:

a. Description: it is recommended to include CIMU in the description (e.g. CIMU – Panelboard) for ease of sorting/filtering

b. Location: Building ID

c. Inventory Category = CIMU

d. Failure Class (if applicable)

e. Equipment Qty: number of child records that will be associated with this CIMU

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f. Installation Date: equipment that will be mapped as a child to this parent CIMU must have similar installation dates (within a 3 - 5 year period) in order to meet the CIMU guidelines

g. Replacement Cost: sum value of all child records associated with this CIMU

h. RSL: equipment that will be mapped as a child to this parent CIMU must have similar remaining service life (RSL) in order to meet the CIMU guidelines

i. Master System

j. System

k. Sub-System

l. Status/Cond. Code = ISF

Figure 16

Step 5 Click on the Select Value button in the Downtime section and set Status/Cond. Code to ISF (In Service Fully Capability)

Step 6 Save the record

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Duplicate Equipment Record

The second method is to duplicate an existing record which will populate all the relevant fields and avoid duplicate entry.

To duplicate an existing record:

Step 1 Make sure you have a representative record open in the Equipment tab

Step 2 Select Duplicate Equipment from the Select Action menu [Figure 17].

Figure 17

Step 3 Complete the following fields [Figure 18]:

a. Description: remember to include CIMU in the description (e.g.

CIMU – Panelboard)

b. Location: Building ID

c. Inventory Category = CIMU

d. Equipment Qty: number of child records that will be associated with this CIMU

e. Installation Date: equipment that will be mapped as a child to this parent CIMU must have similar installation dates (within a 3 - 5 year period) in order to meet the CIMU guidelines

f. Replacement Cost: sum value of all child records associated with this CIMU

g. RSL: equipment that will be mapped as a child to this parent CIMU must have similar remaining service life (RSL) in order to meet the CIMU guidelines. NOTE: do not expend the life of a CIMU or RPIE more than 20% of its design life for a single observation.

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Figure 18

Step 4 Confirm that the Status Cond. Code in the Downtime section is set to ISF (In Service Full Capability)

Step 5 Save the record.

Assign Equipment to a CIMU

Step 1 Select the Spare Parts tab [Figure 19].

Step 2 Click on the New Row button.

Step 3 Refer to the filtered list (i.e. Figure 20) and enter the equipment ID in the Equipment field.

Step 4 Click Enter on your keyboard to add the equipment to the Subassemblies list.

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Figure 19

Step 5 Repeat step 3 & 4 for each record to be mapped to the selected

CIMU.

Figure 20

Step 6 Click Done then Save to end

Run a filter for the type of equipment (e.g. Panelboard) to view the results. As shown in Figure 21, the Belongs To column lists the parent equipment record which is indicates these records belong to the same CIMU.

Figure 21

A second method of assigning an RPIE to a CIMU is to move the equipment.

While in the equipment record:

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Step 1 Select Move Equipment from the Select Action menu [Figure 22]

Figure 22

Step 2 Enter the CIMU equipment # in the To Parent field or click on the Select the Value button to select from the list menu [Figure 23]. NOTE: the record cannot be moved if the Item # field in Figure 22 contains data. Remove the data then repeat these steps.

Figure 23

Updating SPM Records

As the data begins to age it is necessary for users to update the condition of the individual RPIE and/or CIMUs. Units may be replaced or repaired which will impact the remaining service life (RSL) of the unit and/or the parent CIMU. For example, the Panelboards in the example above the CIMU contains 5 records. As the individual units begin to deteriorate one or more units may need to be replaced. If the remaining units have several more years of service then, based on the CIMU definition, they no longer have the same performance characteristics: 2 units are new while 3 have 7 years of service life. The original CIMU record must be updated to reflect this change.

Splitting CIMUs

To update the SPM data for this scenario, do the following:

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Step 1 Create a new CIMU record for the 2 new units (1 record) as described in the Create new equipment record section on page 33.

NOTE: the equipment to be assigned at the child level is new, the Installation Date should be current and the RSL should equal the Design Life (DL). It is important to pay close attention to this detail as these two fields produce the Condition Index which also impact the overall building Condition Index as shown in Figure 27 on page 40.

Step 2 Assign the new equipment records to the new CIMU record as describe in the previous section.

Step 3 Update the original record to reflect the correct quantity in the Equipment Qty field and adjust the Replacement Cost to reflect the value of the remaining records

Step 4 Deactivate the old units to remove them from equipment inventory.

Click on the Select Value button in the Downtime section [Figure 24]

Figure 24

Step 5 Select DEA from the value list [Figure 25]

Figure 25

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Step 6 Select Move Equipment from the Select Action Menu

Step 7 Delete the Current Parent reference number [Figure 26] to disassociate with CIMU

Step 8 Click OK

Figure 26

Step 9 Save the record

Location Module

Figure 27 is a sample record of the Location module. Contained within this record is the Condition Index (CI). The CI is a critical metric in managing the condition of facilities. It is important to note that the official CI rating will be generated by the BUILDER program. The synchronization between SPM and BUILDER will be fully enabled October, 2009. The current CI rating displayed in SPM is a preliminary rating to assist in managing your data.

Figure 27

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The 3 key fields in this record include:

The Location CI is the weighted value of the individual records within the selected building.

Tot Eq Replacement Cost is the sum of costs for the Total # of Eq records. NOTE: if the replacement cost field in the equipment record is empty the record will not be included in the total cost.

The Total # of Eq: lists the number of records identified that affect the CI. NOTE: there may be more records than displayed in this field but only those with a replacement cost, RSL and Sub-system assignment will be included in the CI calculation.

Updating Condition Index

As equipment ages and deteriorates, it is important to keep the condition information updated in SPM. Figure 28 is a representative sample of a building condition index. As previously stated, the condition index is the weighted average of the individual equipment CIs. A false equipment CI will result in a false building CI. It is absolutely essential that all records be maintained to reflect a current and accurate condition index.

Figure 28

To update the individual equipment CI:

Step 1 Go to the detailed equipment record [Figure 29].

Step 2 Confirm the Inventory Category is correct (e.g.

RPIE/CIMU/BOTH). NOTE: if this is a CIMU it is important to review the child records to determine the overall condition of the

CIMU.

Step 3 Confirm the Installation Date is correct.

Step 4 Update the RSL field. This should be done after the unit has been inspected or the individual updating the records is

42 | P a g e knowledgeable about the condition of the unit. The RSL is based on the design life of the unit. If the design life is incorrect, it is likely that the unit has been assigned to the wrong Sub-System.

Figure 29

Deficiencies

The baseline assessment data includes deficient conditions that were identified during the assessment. BA1 deficiencies are derived from an algorithm based on the condition index (CI) of the equipment record. A corrective action recommendation was produced for units that were deemed to be at or approaching an unacceptable condition rating. BA2 data consist of visually observed deficient conditions. The condition was recorded in detail and a cost estimate based on RSMeans Unit and Assembly cost data is provided.

Deficiency data must be reviewed and accepted or cancelled. Records that are accepted will be included in the work planning process. New deficiencies will be added as deficient conditions are identified during the CIMU inspection process.

This process will be discussed in detail in the 4th task element described in Chapter 1.

Create a new deficiency

As a building ages and deteriorates, it will require repairs and replacement of components to keep the building in good operating condition. The deficient condition of a building is reflected in the Facility Condition Index section of the Location tab, (Oceana-200 in this example). The formula which calculates the FCI includes the sum value of all outstanding work orders. The sample building

43 | P a g e does not have activity to report therefore is not calculating a FCI. A high FCI represents minimal reinvestment to remedy deficient conditions while a low FCI represents a high level of reinvestment is required.

Figure 30

Step 1 Select Deficiency Information from the Start Center/Work Orders menu.

Step 2 Select the Deficiency tab.

Step 3 Click on the New Work Order button [Figure 31].

Step 4 Enter a description of the required repair or replacement.

Step 5 Enter the Location or select the location from the select Value button.

Step 6 Click on the Select Value button to select a Failure Class. NOTE:

all Failure Class descriptions must be prefixed by FCA.

Step 7 Click on the Select Value button to select a Problem Code.

Step 8 Enter the cost of labor for the repair or replacement in the Est.

Lab Cost field.

Step 9 Enter the cost of materials for the repair or replacement in the Est. Mat. Cost field.

Step 10 Click on the select value button to select a Master System classification.

Step 11 Click on the Select Value button to select a System classification.

Step 12 Click on the Select Value button to select a Sub System classification.

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Step 13 If the equipment ID is known it is best to enter the information in the Equipment field to assist personnel in identifying the deficient unit.

Step 14 Click the Save button to finish.

Figure 31

Additional Tabs for Equipment in SPM

Specifications Template

Real Property Installed Equipment (RPIE) must have a Specifications template assigned. The specifications template determines the type of maintenance and maintenance schedule associated with the unit type.

To assign a Specifications Template:

Step 1 Select the equipment record.

Step 2 Select a template from the Specifications Template field [Figure 32].

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Figure 32

Step 3 Select the Associate Specifications Template button.

Step 4 Select or enter the Classifications ID [Figure 33]. To select a classification, click on the Select Value button . Select the appropriate description and click on the Select Record button [Figure 34].

Step 5 Select or enter the Subclassifications.

Step 6 Select or enter the Level 3 Classifications.

Step 7 Select or enter the Level 4 Classification. If you do not know the fourth level details, you may leave it blank.

Step 8 Click OK to finish.

Figure 33

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Figure 34

ICAP Training Chapter 5: CIMU Management

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CChhaapptteerr 55:: CCIIMMUU MMaannaaggeemmeenntt The bulleted items below are the topics that will be covered in this chapter:

Chapter Outline

Chapter Objectives Steady State Concept Steady State Management of CIMUs CIMU Management and the Big Picture Understanding Condition Analysis of Life Cycle Inspection – A Brief Preview

Chapter Objectives

At the completion of this chapter, you will be able to:

1. Define the Steady State Concept as it relates to CIMU management

2. Understand the relationship between the inventory data, the Condition

Index and Remaining Service Life (RSL)

3. Explain the Condition Analysis Life Cycle.

4. Recognize the importance of the inspection process to maintaining the

Steady State.

5. Apply the knowledge of how the inventory data is used by the organization and its effect on planning to your role in managing buildings and equipment.

Steady State Concept

Steady State is a concept used to explain the condition of stability or equilibrium in a system in which there is little or no visible change over time.

The theory describing a steady state universe, also called continuous creation theory, was first put forward by William Macmillan in the 1920s and modified by Fred Hoyle to deal with problems that had arisen in connection with the big-bang model. (Britannica Concise Encyclopedia).

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So, the question is how does the Steady State Concept apply to facilities and infrastructure management? Well, consider a building is made up of many components (CIMUs). These components are continually changing due to normal life cycle deterioration, scheduled repairs and replacement. However, as we have learned to this point, the characteristic of the building component are not the same which creates a state of continuous change within a single facility/building. If components are renewed or replaced prior to partial or total failure, then the steady state of the building (i.e., the universe) does not change in terms of its overall condition.

On the other hand, without the ability to manage the conditions prior to significant deficiencies occurring and leading to functional failure, your building may experience the “big-bang” effect; whereby, with very little advance notice, if any, a major building component fails and the building’s condition is deemed non-inhabitable, deteriorated and/or in bad condition. Its steady state was not maintained, despite the best efforts of preventive practices taken. A portion of that building or infrastructure has managed to negatively impact an otherwise good building or infrastructure previously identified to be in good condition.

The goal of steady state in facilities management is to maintain each component in such a way that there is little visible change over time within its normal life cycle; and therefore, the facility and its components remain in good operating condition until it reaches the end of its life cycle. To achieve this, one must have identified and grouped components into appropriate management units (i.e., CIMUs). This process was explained in Chapter 3. In this chapter we will take it to the next level to learn how to manage these CIMUs over time in order to maintain a healthy steady state until it is time to replace or renovate a structure.

Steady State Management of CIMUs

Facilities sustainment provides resources for maintenance and repair activities necessary to keep a typical inventory of facilities in good working order over a 50 year service life.