J-1601000-15 UICAP Sustainment Manual.pdf

U-ICAP Sustainment

10/04/2016 i

Table of Contents

Section 1. Utilities Infrastructure and Condition Assessment Program (U-ICAP) ................ 1-1

1.1 Introduction ................................................................................................................................................................ 1-2

1.2 Asset Management Overview .............................................................................................................................. 1-2

1.3 Utility Asset Management ..................................................................................................................................... 1-3

1.3.1 U-ICAP Goals and Objectives .................................................................................................................. 1-4

Section 2. I&C Baseline Overview ..................................................................................... 2-1

2.1 Introduction ................................................................................................................................................................ 2-1

2.2 I&C Workflow ............................................................................................................................................................. 2-1

2.3 Phase 1 - Baseline Inventory and Condition Assessment (I&C) ........................................................... 2-1

2.4 Phase 2 – Risk Assessment and Risk Based Investment Planning ....................................................... 2-2

2.5 Phase 3 – OSD Real Property Inventory Requirement Compliance .................................................... 2-3

2.6 Phase 4 – Standard Preventative Maintenance (PM) Program ............................................................. 2-4

Section 3. Sustaining Your Asset Inventory ....................................................................... 3-1

3.1 Introduction ................................................................................................................................................................ 3-1

3.2 Overview of the U-ICAP Sustainment Phase ................................................................................................. 3-1

3.3 Maximo Data Standards ......................................................................................................................................... 3-4

3.3.1 Maximo Asset ................................................................................................................................................ 3-5

3.3.2 Maximo Location ......................................................................................................................................... 3-5

3.3.3 UNIFORMAT .................................................................................................................................................. 3-5

3.3.4 Classification ................................................................................................................................................. 3-7

3.3.5 Real Property Associations (iNFADS) ................................................................................................ 3-8

3.4 Process for Capturing/Updating Asset Information .................................................................................. 3-8

3.4.1 Linear vs Non-Linear Assets ................................................................................................................... 3-8

3.4.2 Capturing New Assets & Deactivating (DEA) Old Assets ........................................................... 3-9

3.4.2.1 Steps for Creating New Assets ................................................................................................. 3-9

3.4.2.2 Steps for Deactivating Assets .................................................................................................3-20

3.4.3 Update Existing Assets ............................................................................................................................3-21

3.4.4 Update Meter Readings ..........................................................................................................................3-24

3.4.4.1 Update Condition (UEM-DI) ....................................................................................................3-24

3.4.5 Update Property Record Card Numbers .........................................................................................3-26

3.4.5.1 Mapping Assets to iNFADS ......................................................................................................3-24

Section 4. Risk Tool Sustainment ..................................................................................... 4-1

4.1 Introduction ................................................................................................................................................................ 4-1

4.2 Risk Assessment Terminology and Concepts ............................................................................................... 4-2

4.3 Risk Process Schedule & Responsibility .......................................................................................................4-16

4.3.1 Roles and Responsibilities ....................................................................................................................4-16

4.3.1.1 Continuously maintain asset inventory (Maximo and GIS), including iNFADS relationships .................................................................................................................................................4-17

4.3.1.2 Update DI scores as part of the preventive and corrective work throughout the year ...........................................................................................................................................................4-17

4.3.1.3 Utilities Risk Tool reload with Maximo asset data ........................................................4-17 ii

4.3.1.4 Review and update the Risk Assessment, including Mitigations ........................... 4-17

4.3.1.5 Propose and Prioritize Projects based upon updated Risk Assessment ............. 4-18

4.3.1.6 Project Approval and Completion ....................................................................................... 4-18

4.4 Risk Assessment Preparation ........................................................................................................................... 4-20

4.4.1 Extract Maximo Assets ........................................................................................................................... 4-20

4.4.2 Import Assets into Risk Tool ............................................................................................................... 4-20

4.4.3 Prepare Supporting Information ....................................................................................................... 4-20

4.4.4 Review Updated Documentation ....................................................................................................... 4-20

4.5 Assess Risk ................................................................................................................................................................ 4-20

4.5.1 Evaluate or Update Risk Scores for Functional Groups ........................................................... 4-21

4.5.1.1 Updating Existing Failure Scenarios ................................................................................... 4-23

4.5.1.2 Creating Custom Failure Scenarios ..................................................................................... 4-28

4.5.2 Create Mitigations .................................................................................................................................... 4-31

4.5.1.1 Creating New Mitigations ........................................................................................................ 4-32

4.5.2.1 Duplicating Mitigations ............................................................................................................ 4-36

4.6 Propose Projects ..................................................................................................................................................... 4-39

4.6.1 Propose Projects ....................................................................................................................................... 4-39

4.6.2 Project Creation ........................................................................................................................................ 4-43

4.6.2.1 Adding Mitigations to New Projects ................................................................................... 4-43

4.6.2.2 Project Data Sheet ...................................................................................................................... 4-44

4.6.2.3 Project Funding ........................................................................................................................... 4-49

4.6.2.4 Adding Mitigations to Existing Projects ............................................................................ 4-53

4.6.2.5 Saving, Resetting, and Deleting Projects ........................................................................... 4-54

4.7 Project Evaluation .................................................................................................................................................. 4-54

4.8 Prioritize Projects .................................................................................................................................................. 4-55

4.8.1 Project Priority .......................................................................................................................................... 4-60

4.8.2 Cost Weighted Averages & Additional Project Justification ................................................... 4-61

4.8.3 Severity ......................................................................................................................................................... 4-63

4.8.4 Urgency ......................................................................................................................................................... 4-65

4.9 Risk Profile ................................................................................................................................................................ 4-65

4.9.1 Risk Profile .................................................................................................................................................. 4-65

4.10 Reports and Charts ............................................................................................................................................. 4-66

4.10.1 Reporting ................................................................................................................................................... 4-66

4.10.2 Charts .......................................................................................................................................................... 4-69

Section 5. Risk Tool Administration .................................................................................. 5-1

5.1 Administration User Permissions Overview ................................................................................................. 5-1

5.2 Manage Current Connection (All Users) ......................................................................................................... 5-2

5.3 Locking PWD Edits (FEC Admin/NAVFAC Admin) .................................................................................... 5-3

5.4 Import Assets (FEC Admin/NAVFAC Admin) ............................................................................................... 5-4

5.4.1 Analyze Import Files .................................................................................................................................. 5-4

5.4.2 Import Installation Assets ....................................................................................................................... 5-7

5.4.3 Map Assets ...................................................................................................................................................... 5-9

5.5 Manage Failure Scenarios (NAVFAC Admin) ............................................................................................. 5-10

5.5.1 Creating New Standard Failure Scenarios (NAVFAC Admin) ................................................ 5-11

5.5.2 Editing Existing Standard Failure Scenarios (NAVFAC Admin) ........................................... 5-13 iii

5.5.3 Deactivating/Activating Failure Scenarios (NAVFAC Admin) ...............................................5-13

5.5.4 Deleting Existing Failure Scenarios (NAVFAC Admin) .............................................................5-14

5.6 Creating New Risk Assessment (NAVFAC Admin) ...................................................................................5-15

5.7 Archive Assessment (NAVFAC Admin) .........................................................................................................5-15

5.8 Manage Users (NAVFAC Admin) ......................................................................................................................5-16

5.8.1 Add New User (FEC Admin or NAVFAC Admin) ..........................................................................5-16

5.8.2 Delete User (FEC Admin or NAVFAC Admin) ................................................................................5-17

5.8.3 Change Password (User) ........................................................................................................................5-17

5.8.4 Edit User Info (FEC Admin or NAVFAC Admin) ...........................................................................5-18

5.8.5 User Read Permissions (FEC Admin or NAVFAC Admin) ........................................................5-18

5.8.6 Set User Edit Permissions (FEC Admin or NAVFAC Admin) ..................................................5-19

5.8.7 Set FEC Administration Permissions (FEC Admin or NAVFAC Admin) .............................5-20

5.8.8. NACFAC Administration (NAVFAC Admin) ..................................................................................5-21

5.9 Manage User Account Requests (NAVFAC Admin) ..................................................................................5-22

5.10 PDF Management (NAVFAC Admin) ............................................................................................................5-23

5.11 Notifications (NAVFAC Admin) ......................................................................................................................5-26

5.12 Manage Weights and Scores (NAVFAC Admin) .......................................................................................5-27

5.12.1 Changing Component Weights .........................................................................................................5-27

5.13 Manage Asset Costs (NAVFAC Admin) ........................................................................................................5-28

5.13.1 Adding New Asset Unit Costs and Unit Quantities ...................................................................5-29

5.13.2 Editing Existing Asset Unit Costs and Unit Quantities ............................................................5-29

5.13.3 Deleting Existing Asset Unit Costs and Unit Quantities .........................................................5-29

5.14 Manage Redundancy Scoring (NAVFAC Admin).....................................................................................5-30

5.15 Manage Hierarchy (NAVFAC Admin) ..........................................................................................................5-31

5.15.1 Editing Installation Names .................................................................................................................5-31

5.15.2 Editing Hierarchy Relationships ......................................................................................................5-32

5.16 Manage Maximo Classification Subtypes (NAVFAC Admin) ..............................................................5-33

5.16.1 Adding New Maximo Classification Subtypes ............................................................................5-33

5.16.2 Editing Existing Maximo Class Subtypes ......................................................................................5-34

5.16.3 Deleting Existing Maximo Class Subtypes ...................................................................................5-35

5.17 Risk Threshold Editor (NAVFAC Admin) ...................................................................................................5-35

Section 6. Standard Preventive Maintenance Program ..................................................... 6-1

6.1 Introduction ................................................................................................................................................................ 6-1

6.2 Standard Preventive Maintenance Program ................................................................................................. 6-2

6.3 Standard Preventive Maintenance Program Sustainment ...................................................................... 6-2

Section 7. U-ICAP Sustainment Management ................................................................... 7-1

7.1 Introduction ................................................................................................................................................................ 7-1

7.2 Resources ..................................................................................................................................................................... 7-1

7.3 Roles and Responsibilities .................................................................................................................................... 7-2

7.3.1 Roles and Responsibilities at the PWD-Level ................................................................................. 7-2

7.3.2 Roles and Responsibilities at the FEC-Level .................................................................................... 7-5

7.3.3 Roles and Responsibilities at the Echelon 3-Level ....................................................................... 7-7

7.4 Training ......................................................................................................................................................................... 7-8

7.5 U-ICAP Metrics ........................................................................................................................................................... 7-9

7.5.1 U-ICAP Metrics ............................................................................................................................................. 7-9 iv

7.6 Quality Control ........................................................................................................................................................... 7-9

7.6.1 Asset Inventory and Condition Assessment ................................................................................... 7-9

7.6.2 Utilities Risk Tool ..................................................................................................................................... 7-12

7.6.2.1 Risk Assessment .......................................................................................................................... 7-12

7.6.2.2. Propose Projects / Mitigation Evaluation ....................................................................... 7-12

7.6.2.3 General ............................................................................................................................................ 7-12

Appendices Appendix A Featured Naming Template

Appendix B Uniformat Guidance

Appendix C Common Name Dictionary

Appendix D General DI Guidance

Appendix E Required Spec Attributes

Appendix F SubType Lookup

Appendix G UEM RIPR Implementation Guide

Appendix H Risk Assessment Participant Guide

Appendix J Specific Guidance on Linear – Non-Linear Risk

Appendix K Maximo UEM Classifications

Appendix L Barcode Label Application

Appendix M Glossary of Terms v

Document Authored by:

CDM Smith Inc.

75 State Street, Suite 701 Boston, MA 02109

Version Date Authors/Revisions

1 7/19/2016 Darren Mackiewicz / Joe Ridge (CDM Smith)

2 7/28/2016 Paul Koike (NAVFAC PAC)

3 8/3/2016 Rodney Anderson (NAVFAC LANT)

4 9/20/2016 Darren Mackiewicz (CDM Smith)

5 10/04/2016 Darren Mackiewicz (CDM Smith) Section 4, TOC, UNIFORMAT Guidance

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Section 1

Utilities Infrastructure and Condition Assessment Program (U-ICAP)

1.1 Introduction

This document provides guidance for Utilities Managers and Maintenance staff to continue the U-ICAP (Utilities Infrastructure Condition Assessment Program) throughout NAVFAC Public Works Departments (PWDs). The document’s primary purpose is to provide more detailed information on what PWD and FEC staff need to do in the “Sustainment” phase of the program to maintain, utilize and build on the significant effort that has been undertaken to establish the baseline. In the baseline phase, referred to as I&C (Inventory and Condition Assessment), Utilities managers and staff created a validated inventory of all utility assets, assessed the risks of those assets failing, and prioritized maintenance and sustainment investments to mitigate the potential risks. This has become the basis for the NAVAC Integrated Project List. NAVFAC intends that all future IPLs will be based on a current validated risk evaluation which requires the underlying asset inventory, including asset condition and performance, to be updated and overall risk assessments performed annually.

This document describes the requirements and procedures for maintaining U-ICAP and identifies specific activities that Utilities managers will need to undertake to reinforce progress. In addition, the document provides background information on the activities that were completed in the I&C phase to establish inventory data, asset condition and risk assessment information.

1.2 Asset Management Overview

U-ICAP designed, piloted and implemented state of the art “Asset Management” processes and tools throughout the Navy UEM Product Line. The challenges facing and the approach chosen by NAVFAC are similar to those of utility systems owned and operated by public and private entities throughout the United States and internationally. Asset management is a business management approach that seeks to ensure that a utility maximizes the useful lives of its assets, while minimizing long term life cycle total costs and potential risks associated with that asset failing. Asset management programs also capture critical system information for planning and decision making.

Asset management programs are built around the utility developing answers to five fundamental questions:

1. What is the current state of the assets? This requires developing an inventory of assets, including basic nameplate information as well as understanding the asset’s current condition, performance, remaining useful life, and replacement costs.

2. What is the required sustained level of service? This requires developing an understanding of the services that the utility provides and assessing the level of service required by stakeholders, including both customers and regulators.

Section 1 • Utilities ICAP Program

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3. What assets are most critical to the sustained level of performance? Evaluating and understanding the relative importance or criticality of assets to meet that sustained level of performance is a key part of asset management. Some assets perform a more fundamental function than others and therefore should be given closer attention. Also, NAVFAC should have an understanding of an asset’s capability so that the asset can be removed from service or rehabilitated before any under/non-performance adversely impacts the asset’s ability to perform its intended and required function.

4. What are the best, most affordable life cycle capital, operating and maintenance strategies? This includes assessing different operations, maintenance and repair and replacement strategies (and combinations thereof) to identify the best approach to minimize long-term costs.

5. Given that funding is limited, what is the best allocation of available funding to maximize the mitigation of risk, taking into account short and long term needs?

While these questions are common sense for utilities management, the systems and procedures needed to address these questions are not always common utilities practice. All too often, the system maintenance, renewal and replacement needs have been underfunded and the state of the assets not documented. Decision making on funding should include cradle to grave costs--planning, design, installation, startup and testing, operation and maintenance, rehabilitation, decommissioning and finally disposal.

Utilities systems are complex and usually extensive geographically. Owners frequently do not have a complete inventory of what assets they own, where they are located, what the remaining useful lives are and how individual assets deteriorate over time. Utilities frequently do not track asset condition, frequently are reactive to both maintenance and capital replacement needs, and do not develop and implement longer term renewal and replacement plans.

Also, utilities leaders face political and financial challenges that are making it more difficult to obtain necessary funding. Staff aging and consequent retirements can result in utilities losing valuable hands-on knowledge and an understanding of how their systems operate and have been maintained. Much of this knowledge has not been recorded in a systematic way, the consequence being that condition and maintenance records are not easily accessed. Asset management provides a framework to capture and retain that institutional knowledge and ensure utility investment decisions are made using the best available information.

1.3 Utilities Asset Management

The implementation of U-ICAP is a concerted effort to establish comprehensive asset management practices throughout NAVFAC utilities. It provides utilities managers processes and tools to understand the repair and replacement needs of their utility systems and the risks imposed as the systems age and deteriorate. This includes updating, completing, evaluating and standardizing the Utilities Maximo asset inventory and migrating the most current utilities mapping into the latest version of GIS. A systematic maintenance program has been developed to help ensure that the asset inventory remains current. The asset management program also includes a process and tools for analyzing risks of asset failure and prioritizing repair and replacement projects to mitigate risks.

A critical feature of the U-ICAP is that while it utilizes industry best practices, the program is developed and implemented essentially in-house, with involvement of all levels of the PWD and FEC utilities staff from operations, maintenance, engineering and technology. The local PWD staff have the

1-3 best knowledge of where the assets are, their condition, how they fail and how often they fail. They provide valuable input on the priorities for repair and replacement. This use of timely information from the field has increased the understanding and buy-in from staff that is critical to sustain the program in future years and helps ensure that available funding is targeted where it will have the largest impact.

The program was initially referred to as UIRA (Utilities Inventory and Risk Assessment) and is now termed U-ICAP to be more consistent with inventory and assessment programs managed by NAVFAC Facilities. The UIRA pilot project occurred during FY 12-13, with an eventual roll-out to 65 PWDs from FY 13 through FY 15. NAVFAC recognizes that safety, environmental and customer demands have never been higher. So “when there is less money, how we spend it becomes more critical” and the need for improved risk-based investment planning is widely acknowledged. The I&C process was completed at the end of FY 15 and additional details of the activities involved in the I&C process are included in Section 2 of this document.

The remainder of this document provides information and guidance for the Sustainment Phase, which capitalizes on the efforts in the I&C phase and utilizes BMS process documents to maintain the inventory, mapping and assessment of risk and to provide optimized SRM budget planning on an annual basis.

1.3.1 U-ICAP Goals and Objectives

The U-ICAP will accomplish the following:

Complete and Accurate Asset Inventory in Maximo

Each PWD will have a complete inventory of the assets that exist in the commodities for which Utilities is responsible for in the mission of providing service to its customers.

Current Condition of Asset Inventory, continually kept up-to-date

Each asset that is inventoried will have a condition rating DI (Degradation Index) that represents how the asset has degraded over time and the asset’s likelihood that it may fail in the near-term.

Updated Utilities Mapping in GIS

Each PWD will have a field-verified location of linear assets in a GIS standardized geodatabase schema that can be aggregated, stored and displayed in the Navy’s GRX system. Assets in the GIS will also be linked to their corresponding Maximo record and iNFADS PRC.

OSD Real Property Inventory Requirement Met

As part of each PWD risk assessment workshop, UEM and FEC representatives met with the Real Property Officer or Real Property Assistant Officer to correlate iNFADS information with U- ICAP inventory locations and descriptions so the two systems are consistent and complete.

Risk Based SRM Investments, utilizing decision support tools and processes

A risk based investment planning module within an overall Risk Assessment website will facilitate the development of Projects based on Mitigations for High Risk Failure Scenarios, facilitate prioritization of Projects based on Risk Ratings, and facilitate the development of a

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Utilities Investment Plan by allowing PWD and FEC users to allocate Project costs to Fiscal Years. The module will display anticipated changes in Risk Profile as a result of implementation of the Investment Plan.

Risk Based Standard Preventive Maintenance Program

Each PWD will establish a Preventive Maintenance Team (PM Team) that will work with Utilities Echelon III and IV staff to review Utilities Standard PM Job Plans. They will match, compare and align local PM plans with the Standard plans, allowing the PM Team to build routes and implement PMs at the PWD level. All PMs that represent the most intrusive PM will include a section to collect updated condition information for the asset. PMs will be prioritized for high risk assets, utilizing existing and new maintenance schedules through the Utilities Standard PM Plan, which will be discussed in detail in the Utilities PM Sustainment Documentation. The PM program also ensures the asset inventory and condition assessment is kept up-to-date over time.

Current SRM Requirement Expressed

This will reflect an understanding of the total cost of replacing, repairing and maintaining the assets at the PWD and FEC levels as well as adjusting rates as necessary.

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Section 2 I&C Baseline Overview

2.1 Introduction

This section describes the initial process for each of the four U-ICAP phases that were undertaken to create the U-ICAP baseline. Each item consists of a high level overview that summarizes what was done, who was involved, as well as the results.

2.2 I&C Workflow

As noted in Section 1, initial activities completed under U-ICAP were designed to establish a baseline for asset inventory, condition of assets, asset Risk Assessment, and Preventive Maintenance activities for each PWD in NAVFAC. Each of these baseline activities was instituted as an official Phase of the program.

Phase 1: Inventory and Condition Assessment (I&C)

Phase 2: Risk Assessment and Risk Based Investment Plan

Phase 3: OSD Real Property Inventory Requirement Compliance

Phase 4: Standard Preventive Maintenance (PM) Program

2.3 Phase 1 - Baseline Inventory and Condition Assessment

(I&C) For each PWD, Maximo data and GIS utility maps were prepared and loaded into the “Mobile Asset” application on mobile devices. The Mobile Asset application was designed to simulate the Navy’s Maximo, emulating key information from the Asset and Specification modules. A field inventory was undertaken to validate existing data and make appropriate corrections, add data for assets that were not included in Maximo, and delete assets that are no longer in the system. In addition, the field program linked GIS features with Maximo asset records. Following this, assets were barcoded where possible and photographs taken to provide a condition assessment record.

The data collection and verification process involved both office and field work using teams of PWD engineers and O&M staff who were most familiar with the assets. A one-week training session was conducted with each PWD and their staff at the start of data collection effort. It focused on teaching an understanding of the standard terminology to be used in the overall U-ICAP process, what assets to collect, how to use the Mobile Asset application, how to bar code assets and how to make map updates. The intent was to ensure that the local PWD staff would be able to collect the required asset information with minimal reliance on the FEC, LANT or outside contractors. The initial process of data collection and condition assessment typically required between four to nine months for each PWD to complete, depending on PWD size.

Section 2 • I&C Baseline Overview

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A critical element of the I&C process was also to determine the current asset condition and assign a Degradation Index rating (DI) to each asset. Utilities-owned assets that met one or more of the following criteria were field inventoried and assigned a condition rating:

• Asset requires recurring or preventive maintenance

• Asset performs a critical function within the system

• Asset would be repaired rather than replaced if it fails

The DI rating is essential information that was used in the subsequent Risk Assessment process and project prioritization effort. It is vital that the Risk Assessment is based on the actual current condition of the asset, as determined by expert local staff. Going forward with U-ICAP, it will be critical that the PWD’s maintain a current validated asset inventory as well as maintain current DI (which will be effected through the Standard PM Program established for each asset).

*Note: While the concepts have remained fundamentally the same, the initial data collection process evaluated condition on a 1-10 scale. In Fiscal Year 16, the DI scale was changed to a 1-5 scale. Further information is included in Section 3.

One crucial attribute now included for every Maximo asset is the “Feature ID”, which is a new attribute incorporated for all assets, both existing and new, and therefore will be part of the fields that must be completed when new assets are created in the future. The Feature ID is a PWD-assigned number that reflects the “common name” that the asset is known by, often as shown on utility maps, plant schematics or electric distribution one-line drawings. For example, “P-1” for a pump at a pumping station. Guidance on Feature ID naming conventions was provided in the form of a Feature ID Labeling Template (Appendix A), which was included as part of the Asset Inventory Training Manual.

It was strongly suggested to use the same IDs that were on a PWD’s P&ID drawings, or existing utilities maps for Feature IDs rather than create new naming conventions.

At the end of the I&C effort, the data files from multiple tablets were merged, quality checked, and then loaded into the Risk Tool in order to complete Phase 2. The data was eventually loaded into Maximo to ensure that Maximo contained the most up-to-date validated asset inventory for each PWD.

Mapping updates for linear assets were also recorded as part of the I&C process. Field crews updated both the GIS in the Mobile Asset Application and hard copy maps while collecting asset attribute information, resulting in updated GIS mapping that was uploaded to NAVFAC’s enterprise GIS system.

Going forward, the PWD will be responsible for sustaining the U-ICAP data. Section 3 of this document outlines the standards, activities and procedures associated with U-ICAP sustainment.

2.4 Phase 2 - Risk Assessment and Risk Based Investment

Planning The second phase of the U-ICAP process involved assessing the risk associated with asset failures as a basis for prioritizing maintenance and other SRM investments. The initial risk assessment included training and facilitation of a Risk Assessment workshop at each PWD which directly utilized the data collected during the I&C phase. A Risk Assessment is an annual evaluation of the relative risk resulting from a failure of assets within each utility system at a particular PWD. Commodity subject matter experts (SMEs), PWD management, Supervisors, Operations & Maintenance personnel, Utilities

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Engineers, as well as anyone with an interest in Sustainment, Restoration, and Modernization (SRM) project prioritization were invited to participate in the Risk Assessment.

The evaluation is based on each asset’s current Degradation Index rating (DI), as well as factors related to the performance of the assets and the impacts to customers of a failure. The Risk Assessment result is a Risk Rating for each Functional Group of assets. The rating facilitates prioritizing the maintenance and repair investments to support safe, reliable utility service with a focus on mission. Additionally, this guides development of a Risk Based Investment Plan for each PWD in the Risk Tool. The end product identifies mitigations that become prioritized maintenance projects to be undertaken by the PWD that, when implemented, will reduce risk levels. The end product informs all levels of NAVFAC of the amount of acceptable risk based upon which projects receive funding. The Risk Assessment process will be carried forward into the future as the method by which infrastructure investments are identified and prioritized. Figure 2-1 below outlines the first 2 phases of the U-ICAP I&C process. The procedures required for sustainment of the Risk Assessment process and Risk Based Investment Planning are outlined in Section 4 of this manual.

*Note: While the concepts have remained fundamentally the same, the baseline Risk Assessment parameters were evaluated on a 1-10 scale. In Fiscal Year 16, the scale was changed to a 1-5 scale.

Further information is included in Section 4.

Figure 2-1 Risk Tool Process Overview

2.5 Phase 3 - OSD Real Property Inventory Requirement

Compliance The U-ICAP contractor was also responsible for matching assets with existing iNFADS property record card numbers. Before PWD datasets were loaded into Maximo, assets were populated with a corresponding Property Record Card (PRC) NFAID from iNFADS to facilitate iNFADS reconciliation.

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This process helped to identify instances where PRCs did not exist for assets, or where extraneous PRCs existed. Further guidance on PRC mapping for U-ICAP sustainment is provided in Section 3.3.4.

2.6 Phase 4 – Standard Preventive Maintenance (PM) Program

Phase 4 was developed and implemented well after Phases 1 through 3 were completed. This effort was required to create the baseline for the Standard Preventive Maintenance program by further reviewing and organizing the asset data captured during Phase 1. The Standard PM Program is the basis to ensure that the asset inventory and condition is kept current.

The overall objective of the PM Program is to create and assign a PM to every asset that should have one, utilizing either a Standard Job Plan prepared by LANT/PAC or an existing local Job Plan or Operator Maintenance. Once maintenance is being performed utilizing Maximo PM Work Orders, the PWD can make PM program adjustments with an eye toward increasing maintenance efficiency and asset reliability. Identifying all PMs and quantifying the effort required to accomplish, then comparing with existing funding levels allows identification of the additional resources required. The investment of resources in establishing a PM program is protected and nurtured through the sustainment process and its importance cannot be overstated. A more detailed description of the creation of the PM program is covered in the Utilities Preventive Maintenance Guidance Documents.

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Section 3 Sustaining Your Asset Inventory

3.1 Introduction

This section will outline the process, activities and procedures that will be undertaken over the course of the year to ensure that the U-ICAP results are built on current, validated data. The key elements of this effort will be to:

• Update all asset information as appropriate (assets retired, replaced, etc.)

• Ensure the DI meter values accurately represent the current state of the asset

• Verify key data elements and attributes are correct (Location, Classification, UNIFORMAT, Manufacturer, etc.) for all assets in inventory

3.2 Overview of the U-ICAP Sustainment Phase

With the completion of the 4 U-ICAP baseline phases, as described in Section 2, NAVFAC is moving forward to achieve a consistent, systematic and sustainable asset management program to determine and prioritize maintenance, repair and other capital investment requirements.

The next phase in the process is referred to as Sustainment. This phase establishes the process for maintaining inventory, updating condition scores and reducing risk by performing Risk Assessments and prioritizing projects.

It is helpful for PWD managers and maintenance staff to think of the sustainment effort as moving from the baseline phases to a steady state of sustainment. It is instructive for all staff involved in U- ICAP to be able to visualize and easily understand all that is involved in this steady state condition. As an aid in this understanding, the U-ICAP sustainment phase is illustrated in Figure 3-1 below.

Section 3 • Sustaining Your Asset Inventory

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Figure 3-1 Steady State Process Overview

This figure illustrates the steady state process, including the various elements, the relationship between them and the flow of activities throughout the fiscal year. The remainder of this document is intended to provide the necessary details and instructions that will enable PWD maintenance staff to successfully sustain U-ICAP.

Figure 3-2 below has been annotated to indicate the flow of activities in the steady state process and is followed with brief descriptions of each step. Where appropriate, reference is made to later sections of this document that provide details and guidance for implementing these steps.

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Figure 3-2 Steady State Process Overview – Annotated

1. Preventive Maintenance/Corrective Maintenance/Engineering Evaluation:

(Preventive Maintenance) A Standard Preventive Maintenance Program was developed during U- ICAP Phase 4. It includes a UEM Standard Preventive Maintenance Plan for each PWD, based on standard Job Plans adjusted for local situations. PMs will be scheduled as established by the PWD PM Team and if the Job Plan is for the most intrusive PM, the close out of the Work Order will include a task to record the updated condition rating using the Degradation Index (DI) meter.

(Corrective Maintenance) As part of normal utility operations, unanticipated asset failures and repairs will occur, generating a corrective maintenance Work Order. Also, as Figure 3-2 indicates, if a PM Work Order determines that the asset’s function is effected, and the asset is likely or very likely to fail, a corrective maintenance Work Order may be generated. Based on available funding, corrective maintenance Work Orders will be executed and, as with the PM Work Orders, each work order will be closed out including a field verified DI rating. If the asset in question is replaced, the old asset will be DEA’d and the new asset will be assigned a DI of 1. If a repair is made, field staff will determine the appropriate DI and Maximo will be updated with the updated DI when the Work Order is closed.

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(Engineering Evaluation) For assets where PM is not performed at least annually, (e.g. pipe and electric cable) an engineering assessment of the asset will be performed once every 5 years and the DI updated based on the results. Current Engineering Evaluation reports will need to include DI ratings so this information can be included in the Maximo inventory and be available as part of the annual risk evaluation.

2. Add, Replace or Deactivate Assets: In the Sustainment Phase, it is expected that both a Risk Based Major Maintenance Plan and MILCON Plan for utility infrastructure will be available and updated annually, reflecting the priorities established through the annual Risk Assessment. PWDs also have discretionary Minor Maintenance budgets for replacement or rehabilitation of utility infrastructure. It is important that project scopes and work plans for either Major Maintenance or MILCON projects include a simple mechanism to ensure that asset information (name plate and specification information) as well as DI information is captured and Maximo updated, most likely through the use of mobile sustainment hardware.

3. Update Condition Rating: This step is at the core of the entire steady state process. Documenting the current condition of each critical asset, based on direct observation in the field, is essential to meaningful risk based maintenance. The condition rating will be indicated by the Degradation Index (DI) score, using criteria established during the I&C process at each PWD. Each time an asset is “touched”, either through PM, repair, construction or installation, or engineering evaluation, the DI condition must be recorded or updated. Maintenance and engineering staff must ensure this information is provided on a timely basis.

4. Maximo Inventory: As Figure 3-2 indicates, all the vitally important condition rating information from all sources of asset maintenance, repair, replacement, construction or new equipment must get directly added to Maximo. This database is the primary source for asset information that is used in the annual risk assessment and subsequent project development and prioritization.

5. GIS Utility Mapping: The steady state process includes a step for maintaining the GIS utility mapping system and data at each PWD. Guidance on utility mapping and necessary resources is included in a separate document, the GIS Sustainment Document.

6. Update iNFADS: One of the phases of the U-ICAP baseline program was a requirement to comply with OSD Real Property Inventory, including cross referencing and aligning U-ICAP inventory information with iNFADS locations and descriptors and updating property record cards.

Coordination between the PWD and the Real Property Officer (RPO) will need to continue in the Sustainment Phase, as assets are replaced or new utility facilities constructed.

7. Annual Risk Assessment: The Sustainment Phase culminates in the Annual Risk Assessment, with the PWD updating its assessment of risk caused by asset failure and that will then establish maintenance and SRM priorities. The annual assessment requires a significant amount of preparation, including data prep for the Risk Tool and Risk Tool administration. Refer to the “Risk Tool Data Prep” and “Risk Tool Administration” sections in Section 5 for further details on using the Risk Tool. Refer to Section 4 “Risk Tool Annual Refresh” for guidance on completing the annual Risk Assessment process.

3.3 Maximo Data Standards

Consistent data management techniques and processes are critical to sustain an asset management program. Standardized data provides useful information for management decision support and

3-5 facilitates successful asset management workflows and outcomes. The following topics will provide details on the essential terminology, concepts and standards that relate to sustaining U-ICAP.

Maximo is the foundation for NAVFAC’s U-ICAP process and the repository for the asset inventory and condition assessment, preventive maintenance plans, and work order tracking. This data must be maintained using consistent data standards to ensure the consistency and accuracy throughout the entire process. The following sections describe the key Maximo programmatic elements that the U- ICAP will draw upon.

3.3.1 Maximo Asset

A Maximo asset is any piece of Utilities-owned infrastructure (installed equipment) on which maintenance will be performed that is stored in the Maximo database and is managed from beginning to end of its life cycle.

3.3.2 Maximo Location

Maximo Location represents the buildings, service areas, circuits, and other places where utility assets are located. Each Location record in Maximo is part of a hierarchy that extends from Echelon 3 (NAVFAC HQ) through the FEC, PWD, Installation, Special Area, Base Area Complex, and finally the building number, special area, or circuit.

Though not a concept utilized in Maximo, assets are broken down into two main categories: Linear and Non-Linear. Linear assets, also known as horizontal assets, are those that are transmission, distribution, or collection systems that are commonly captured in a GIS (e.g. fire hydrants, water mains, electric poles, etc.). Non-linear assets, also known as vertical assets, are typically located inside buildings (e.g. pumps, boilers, etc.).

Non-Linear assets will have a Location naming convention that includes the Base Area Complex (BAC) and a Building Number. For example, building 957 at PWD Diego Garcia would be “DIEGAR-957”.

Linear assets are broken down into two categories, Electric and Mechanical.