Tech Ex 56 - IMCOM Facility Preventive Maintenance Guide 6 May 20.pdf

IMCOM

Facility Preventive Maintenance Guide

(FPMG)

IMCOM FM Guidance 6 May 20

Table of Content

Chapter 1 Introduction Paragraph Page What is Preventive Maintenance? ………………………………….……….1-1 4 Objectives ……………………………………………………………….……..1-2 4 Overview ………………………………………………………………….…....1-3 4 Demand Maintenance Order Process (DMO) …………………….……… 1-3-1 4 Preventive Maintenance Order Process (PMO) ………………………… 1-3-2 5 Time-Based Preventive Maintenance ……………………………………. 1-3-2-1 5 Condition-Based Preventive Maintenance ………………………………. 1-3-2-2 5 Counter-Bases Preventive Maintenance ………………………………… 1-3-2-3 5

Chapter 2 Preparation Initial Consideration ………………….………………………………………2-1 7 Criticality of Facilities …………………………………………………………2-2 7 Critical System Components or Equipment Listing ……………………… 2-3 7 Facilities System Priorities …………………………………………………. 2-3-1 7 Transportation System Priorities …………………………………………... 2-3-2 8 Plant Utility System Priorities ………………………………………………. 2-3-3 8

Chapter 3 GFEBS Procedures and Processes Overview ……………………………………………………………………… 3-1 9 Initial Work …………………………………………………………………..…3-2 9 Work Scheduling ……………………………………………………………...3-3 9 Single Cycle Plan …………………………………………………………… 3-3-1 9 Strategy Plans ……………………………………………………………….. 3-3-2 10 Multiple Counter Plans ……………………………………………………… 3-3-3 10

Chapter 4 Management Controls Overview ……………………………………………………………………… 4-1 10 Personnel Roles and Responsibilities …………………………………….. 4-2 10 Constraints …………………………………………………………………… 4-3 10 Implementation Schedule ………………………………………………… . 4-4 11 Performance Measures ……………………………………………………. 4-5 11

Appendices A. Recommended Certification B. Recommended Preventive Maintenance Schedule

Table List Table 4-1 Garrison Personnel Roles and Responsibilities Table 4-2 Implementation Schedule

Figure List Figure 1-1: Facility Preventive Maintenance Cycle

Chapter 1 Introduction

1-1 What is Preventive Maintenance?

Preventive Maintenance (PM) means scheduled maintenance that prevent premature failure or extend the useful life of a facility, or a facility’s systems and components, and that are cost-effective on a life-cycle basis.

1-2 Objectives

a. Keep the facility and equipment safe and in an acceptable condition without over maintaining or under maintaining.

b. Inspect, detect, and repair.

c. Prolong longer equipment life.

d. Reduce the number of repairs.

e. Require less standby equipment.

f. Reduce equipment downtime.

Facility Maintenance consists of the tools, technologies, and methodologies used to repair and maintenance facilities and infrastructure. It is IMCOMs policy to manage, record, execute, and track maintenance activities through the General Fund Enterprise Business System (GFEBS). The use of other Maintenance Management Software is not authorized and should have been removed from local area networks by 30 September 2013.

1-3 Overview

Establish appropriate maintenance activities based on the following facility maintenance strategies, although ideally a combination of strategies is preferred based on the criticality of a facility or system. In GFEBS there are two basic strategies available to perform maintenance of facilities, infrastructure and component systems to address their failure (Demand Maintenance or Preventive Maintenance):

1-3-1 Demand Maintenance Order Process (DMO):

DMO is an unscheduled maintenance to repair a component or system after failure. “Fix it when it breaks” or when the systems start showing signs of stress or failure of equipment is eminent. This maintenance strategy is recommended for non-critical systems and infrastructure with a low cost to repair. Demand maintenance may delay major repair cost or even the need to replace a system, but it is an inefficient use of resources.

1-3-2 Preventive Maintenance Order Process (PMO):

GFEBS offers three Preventive Maintenance Plans to choose from; Time, Condition-based or Counter Plans.

1-3-2-1 Time Based Preventive Maintenance:

Preventive maintenance schedule request is based on time (for example, every 3 months). Recommended Industry and Army inspection levels and preventive maintenance frequencies are shown in Appendix A. This strategy is appropriate for critical systems of key infrastructure that system failure would lead to mission breakdown or a life, health, safety condition. It is ideal to inspect and report condition of systems while preventive maintenance performed. Contracted maintenance activities statement of work must focus on approved installation critical facility and system priorities.

1-3-2-2 Condition-Based Preventive Maintenance:

Maintenance actions are accomplished when equipment operation show signs of mechanical degradation or stress and the condition require a particular activity or adjustment of the system. CBM Inspections are brief and could be performed remotely and should be Based on system manufacture published failure modes, regular inspections, and remote observation inspection of equipment by installing monitoring devices and alarm systems to annunciate failures or the deterioration of systems.

Establish criteria for each critical system, which would dictate when preventive maintenance should be suspended and care of equipment should be performed through demand maintenance orders. This strategy is ideal for Hospitals, Communications Centers, and Command and Controls facilities with critical missions.

1-3-2-3 Counter-Based Preventive Maintenance:

Counter-Based Preventive Maintenance enables a Garrison to plan preventive maintenance tasks on the basis of counter readings that are received for equipment or functional locations. This process is ideal for generators or air compressors. One should use counter-based maintenance to ensure that the operations contained in the task list are performed as near as possible to the time when the technical object actually needs to be maintained.

Facility Preventive Maintenance Cycle

Inspect Condition of

System & Conduct PM

Contracted Activities report Inspections & Maintenance to

COR

Report Inspection & PM Results &

Instance of Deferred

Maintenance

Validate All Facilities and Components are accounted

Figure 1-1

GFEBS is the corporate Maintenance Management Software to be used

Based on Garrison Mission & IMCOM Facility Requirements, Equipment Status, Equipment O&M Manuals, and Criticality Studies

Prioritize PM Work Management for

Critical Component and

Facilities

Establish Which method will be used to execute

PM

Based on Preventive Maintenance Plans

Time-Based – Schedule Maintenance Condition-Based – Base on failure Modes Counter-Bases - Based on Monitoring Meters

Chapter 2 Preparation

2-1 Initial Consideration:

Identify all facility, equipment or system that requires preventative maintenance. The following guidelines are recommended as you develop preventive maintenance requirements:

a. Is the facility, equipment or system critical to the mission accomplishment?

b. Identify critical system components within the Critical facilities.

c. Are spare/standby equipment or facilities available?

d. What is the normal life expectancy of the items?

2-2 Criticality of Facilities:

This analysis must be conducted jointly by Mission and IMCOM Installation staff in order to have a complete listing of facilities and infrastructure that will facilitate assigning the criticality of the facilities or their components. The below list are examples (but not limited to) of structures or operational facilities that should be considered initially as mission critical facilities:

a. Structures that produce, use, or store hazardous materials,

b. Confinement Facilities, Emergency Operations Facilities,

c. Military Police Stations, Vehicle and Equipment Storage areas,

d. Division/Corps Command and Control Facilities, Training Ranges, and Laboratories,

e. Power Plants, Substations, Communication Networks, and Water Treatment Plants.

2-3 Critical System Components or Equipment Listing:

When establishing which component is critical within a facility, the following corporate prioritizations is recommended:

2-3-1 Facilities System Priorities:

a. (Priority 1) Life, Health, Hazard, and Safety systems required by Local, State and Federal law, such as Monitoring devices at Dams, Burn-pits, Landfills, and Elevators

b. (Priority 2) HVAC, Chiller, Induction, Heat Pumps, Boiler systems, Electrical (Including Stand-by Power transformer, UPS Systems, and Intrusion Detection Systems,) and any other Mechanical Systems

c. (Priority 3) Transportation Systems

d. (Priority 4) Plant Utility Systems

e. (Priority 5) Building Envelope Components – Roofs, Windows, Doors, Walls, and Foundation.

a. (Priority 6) Building Site Drainage features, fencing, and landscaping

b. (Priority 7) Interior and Exterior coatings and finishes

2-3-2 Transportation System Priorities:

Inspections results funded by HQ IMCOM should be used to establish preventive maintenance work plans.

a. (Priority 1) By Law IMCOM must inspect and maintain Bridges and Dams. These inspections are currently funded by the ATIIP Inspection Program

b. (Priority 2) Airfield Pavements (Runways, Taxiway, Aprons, and Lightings systems). IMCOM G3 programs the funding of quality assurance inspections.

c. (Priority 3) Roads, Traffic Lighting, Traffic Control Devices and Signage.

d. (Priority 4) Active Ports with Piers, Bulkhead and Wharfs and Railroad Tracks, which are all currently funded by the ATIIP Inspection Program of Army Airfields.

2-3-3 Plant Utility System Priorities:

It is essential that contracted maintenance activities be monitored utilizing the same systems as Government maintained systems. Provide preventive maintenance to utility systems focusing on the following systems FIRST.

a. (Priority 1) Electrical Power Supply and Distribution,

b. (Priority 2) Water Treatment Plants,

c. (Priority 3) Waste Water Treatment Facilities,

d. (Priority 4) Other Utility Supplies.

Chapter 3 GFEBS Procedures and Processes

3-1 Overview

Facility Maintenance performance will be monitored utilizing approved enterprise software systems such as ISR, GFEBS and in the future BUILDER, PAVER, and RAILER. The following procedures outline the use of GFEBS as the HQ IMCOM corporate facility reporting software system for Preventive Maintenance and Demand Maintenance execution and reporting.

3-2 Initial Work

Before a maintenance program is implemented through GFEBS Garrisons must perform the following initial steps:

a. Identify and inventory the equipment, facilities, and structures that require maintenance.

b. Create the master data records for the equipment, facilities, and structures and enter into GFEBS.

c. Identify the preventive maintenance set-by-step processes to follow.

d. Create GFEBS task list for the preventive maintenance set-by-step actions required.

e. Select a GFEBS Preventive Maintenance Plan for the required preventive maintenance required and attach the preventive maintenance task list to the preventive maintenance plan.

3-3 Work Scheduling

The execution of Preventive Maintenance work in GFEBS uses off-the-shelf Enterprise Resource Planning (ERP) system software called Systems Application and Products (SAP), the world's largest ERP software company. In SAP, there are three types of Maintenance Plans, defined below.

3-3-1 Single Cycle Plan:

The single cycle plan utilizes a fixed interval based on time, condition, or counters. The GFEBS Maintenance task list that is attached to the plan is fixed.

3-3-2 Strategy Plans:

The strategy plan incorporates the ability to vary the intervals as well as the task list operation applications based on intervals. The plan utilizes maintenance strategies and packages to plan the sequence of preventive maintenance work.

3-3-3 Multiple Counter Plans:

Are the only strategy that can combine time-based and performance based criteria to utilize the two options.

Chapter 4 Management Controls

4-1 Overview

The Maintenance Management of IMCOM Facilities and Infrastructure is required by IE&E Funding Guidance and Army Regulations. It is mandatory for IMCOM Garrisons to establish a Facilities and Infrastructure Maintenance Program, which is managed, recorded, executed, and tracked in GFEBS, NLT 31 May 2014.

4-2 Personnel Role and Responsibilities

Garrisons will provide the name of the organization, and the titles and telephone numbers of the staff member who serve as points of contact for GFEBS Plant Maintenance implementation. Provide contact information for all managers and staff with whom the implementation point of contact must coordinated with. Use the following table format for your initial submittal, due to IMCOM NLT 7 March 2014.

Table 4-1 Garrison Personnel Role and Responsibilities

Points of Contact

Organization Phone Email Role Responsibility

<contact’s name>

<contact’s organization identifier>

<contact’s phone number(s)>

<contact’s email address>

<contact’s role identifier>

<description of contact’s responsibility>

4-3 Constraints

Along with your Point of Contact list, describe any limitations or constraints that will significant impact on the implementation of a GFEBS Plant Maintenance Program by 31 May 2014. Potential implementation constraints are listed below:

a. Hardware or Software

b. Availability or Control of Facility or Infrastructure

c. Maintenance Contracted Activities

d. Availability of Resources

4-4 Implementation Schedule

Garrisons will follow the implement schedule outline in table 4-2 for their Facilities and Infrastructure Maintenance Program executed through GFEBS. The principals presented in chapters 1, 2, and 3 will be considered when selecting a maintenance strategy, technologies, and processes for all maintenance activities.

Table 4-2 Implementation Schedule

Task 28 Nov 14 29 May 15 30 Nov 15 31 May 16 30 Aug 16 Identify and inventory the equipment, facilities, and structures that requires preventive maintenance

100% Complete

Create the master data records for the equipment, facilities, and structures and enter into

GFEBS.

25% Complete

60% Complete

100% Complete

Identify the preventive maintenance set-by-step processes to follow.

25% Complete

60% Complete

100% Complete

Create GFEBS task list for the preventive maintenance set-by-step actions required.

25% Complete

50% Complete

75% Complete

100% Complete

Develop a GFEBS Plan using a required Schedule, Condition or a Counter/Metered Maintenance Plan and attach the maintenance task list to the maintenance plan.

25% Complete

50% Complete

75% Complete

100% Complete

4-5 Performance Measures

Facility Maintenance performance will be monitored utilizing approved enterprise software systems such as ISR Services, GFEBS and in the future Sustainment Management Systems (SMS) such as BUILDER, RAILER, and PAVER.

Performance Measures for Facility Preventive Maintenance CLS Service will use GFEBS Plant Maintenance data source for calculating the performance of CLS Service such as for Service 411 will an SSP Output measure Preventive Maintenance orders:

a. PMO Formula: Number of Preventive Maintenance orders completed; includes all scheduled, condition-based, and counter-based preventive maintenance orders.

b. Formula = (Total number of preventive maintenance orders completed during the reporting period) / (Total number preventive maintenance orders planned in the AWP during the reporting period)

The total number of preventive maintenance orders completed during the reporting period, and the total number preventive maintenance orders planned during the reporting period will be derived as reported in GFEBS Plant Maintenance Reports. CLS Services will provide GFEBS Plant Maintenance activities with a target level of capacity:

a. Capability Level CL-1 Green (PMO Target is 95% or more)

b. Capability Level CL-2 Amber (PMO Target is 75% to 94%)

c. Capability Level CL-3 Red (PMO Target is 50% to 74%)

Appendix A Recommended Certification:

Required Equipment or Personnel Certification

Source of Training or Certification

Critical Systems Elevator As required by State, Federal Law or Host

Nation Boilers As required by State, Federal Law or Host

Nation Landfills As required by State, Federal Law or Host

Nation Water Treatment Plants As required by State, Federal Law or Host

Nation Wastewater Treatment Plant As required by State, Federal Law or Host

Nation Army Airfield Certification U.S. Army Aeronautics Command Railroad Track Pass the Army Certified Railroad Track

Inspector Exam

Supportive Systems Corrosion Program Manager National Association of Corrosion Engineers

(NACE)

Bridges Registered Professional Engineer or 10 Years of Bridge Inspection Experience Dams Registered Professional Engineer or 5 Years of Dam Inspection Experience Railroad Track Inspector Army Track Inspector Certification every 5

Years

Assigned GFEBS Role On Line Training through ALMS

Appendix B Recommended Preventive Maintenance Schedule:

Facility Envelope Scheduled Inspection Exterior Walls (Masonry/Siding):

1. Expansion and control joint sealant Annual

2. Test clear waterproofing coatings (if any) Annual

3. Inspect all surfaces for de-laminating/cracks/blisters

Annual

4. Apply new paint/waterproof coatings- type dependent

Every 3-5 years

Soffits:

1. Expansion and control joint sealant (if any) Annual

2. Inspect any painted surfaces Annual

3. Apply new paint/waterproof coatings Every 3-5 years

Openings:

1. Window cleaning Twice a year

2. Window frame sealant/caulking and flashing inspection

Annual

3. Door frame sealant/caulking and flashing inspection

Annual

4. Skylight cleaning Twice a year

5. Skylight flashings inspection Annual

Roofing:

1. Inspect roofing systems and clean surfaces Annual

2. Clean drains/overflow (scuppers) Annual

3. Clean/repair gutters/ downspouts Annual

4. Inspect after exposure to unusually severe weather conditions such as hail, very strong winds, or continued rain

Before cleanup

5. Inspect before maintenance, repair, or re-roofing Before starting work

6. Inspect to verify backlog of essential maintenance

Annual

7. Inspect wood roof trusses Every 2 years

8. Re-roof- depending on type an length of warranty Every 10-20 years

Interior and Life Safety Scheduled Inspection Fire Inspection:

1. Test/service all fire extinguishers Annual

2. Test all door closers/latches Annual

3. Inspect all kitchen/break room appliances Annual

4. Inspect attic and crawl space areas for moisture Twice a year

Facility Systems Scheduled Inspection Plumbing/ Irrigation:

1. Inspect fixtures and water heater for leaks Annual

2. Inspect all floor drains (verify functioning primer) Twice a year

3. Inspect point of service and all shut-off valves for leaks

Annual

4. Replace water heater (depending on type) Every 10-15 years

5. Winterize exterior hose bibs Annual

6. Inspect/test all backflow devices Annual

Fire Sprinkler System:

1. Inspect point of service (and any vaults) Annual

2. Test system- per fire marshal requirements Annual

3. Test backflow device Annual

HVAC- Service Agreement Co.:

1. Inspect all mechanical grilles Annual

2. Seasonal maintenance of main ventilation units Twice a year

3. Inspect all dampers/ mixing boxes Annual

4. Inspect air conditioning condensers/ cooling tower

Twice a year

5. Replace filters- depending on usage 2-4 times a year

6. Replace units depending on warranty/ service life

Every 15-20 years

7. Inspect all exhaust fans Annual Electrical System:

1. Inspect point of service and main panels Annual

2. Inspect point of service and main panels Annual

3. Inspect light fixtures- replace lamps as needed Twice a year

Low Voltage Systems: (Fire Alarm, Security, Telephone, Data)

1. Inspect point of service and main panels Annual

2. Inspect sub panels (verify door lock, if any) Annual

3. Test systems as required by jurisdiction requirements

Annual

Grounds/ Irrigation Scheduled Inspection

1. Lawn and landscape maintenance- seasonal Weekly

2. Winterize exterior hydrants Annual

3. Inspect/test all backflow devices Annual

4. Inspect irrigation system heads for leaks/damage

Twice a year

5. Inspect all fire lanes and required fire department access

Weekly

6. Clean all catch basins parking areas/ walks/ drives

Annual

7. Inspect storm water facility- clean drains 4 times a year

8. Paved Areas (Roads, Parking, Airfield, etc…) Every 3/4 years

Exterior Electrical Scheduled Inspection Per TM 5-684, Chapter 17 “Maintenance Schedules”