1_Real Property Inventory Processes_We need to fix it_Zunica_Silve_22AUG23.pdf

Industry Day Operations & Maintenance Program Review

August 22, 2023

Controlled By: DHA Facility Ops Branch CUI Category: PROPIN

DISTRO/LDC: FEDCON

POC: (210) 831-7684

CUI

Briefed by: Hector Silva, Johnathan Boggs and Leo Zuniga

Medically Ready Force… Ready Medical Force

Discussion Points

• Problem Statements

• Quality Operations and Maintenance Program Reviews (OMPRs) Goals

• Objective for a successful OMPR

• Questions and Feedback

Problem Statements

Operations and Maintenance Program Review (OMPR) deliverables required for sustainment operations are not meeting DHA-FE minimum standard requirements and result in a substandard product with significant deficiencies. Due to this, 2nd and 3rd order effects impact the Preventive Maintenance Program, generates RPIE inconsistencies, poor DMLSS data quality, inaccurate reporting, and nonconformance to codes and regulation, which affect TJC standards and surveys. Finally, we have to resurvey MTFs after the completion of the OMPR performed by the O&M contractor. This is not an effective way for DHA-FE to execute RPIE because of time, resources, and cost.

• Major deficiencies on Operations and Maintenance Program Reviews, resulting in DHA deliverables and standards not being met

• Sustainment - After an OMPR has been successfully obtained, how can we maintain the inventory through the contract?

Modernization and Restoration Projects Engineering Projects MILCONs

• DMLSS Facility System Inventory RPIE records do not have appropriate codes and standards identified

Background: Prior to the transition to DHA, the Services managed DMLSS RPIE codes and standards differently. DHA FOB recognizes the value in updating the DMLSS FSI RPIE record with the latest codes and standards to support accreditation reporting. A working group is currently drafting a FIIG to address the poor codes and standards in DMLSS FSI RPIE records.

Goal: Develop a mechanism to keep DHA Codes/Standards current, ensure all DMLSS records reflect the latest DHA Codes/Standards, and post the DHA Codes/Standards to the Real Property System Standard

Objective 1: Meet with Facilities Accreditation & Compliance (FAC AC) team to develop a DHA Codes/Standards document to post to the RPSS for reference

Objective 2: Review the O&M performance work statement to identify what the industry partners are required to provide to DHA FOB regarding Codes and Standards

Objective 3: Determine if the industry partners could provide updates on codes and standards as part of the validation during the preventive maintenance recurring schedule

Objective 4: Prepare the RPSS to host the DHA Codes/Standards document for ease in retrieval and updates

Updating Codes and Standards

Goals to Obtain Quality OMPRs

• DHA Goals:

Establish an updated OMPR (RPIE Service) PWS DHA to provide initial training on the latest DHA Standards DHA to provide training on the use and understanding of the Real Property System

Standards (RPSS)

• Industry Partner Goals:

Understand the DHA Standards and processes A better Understanding and access to the RPSS Handing a fully executable Quality Product to DHA-FE

Ultimately, DHA Wants To Work Cohesively With Our Industry Partners To Ensure Project Success

Vendor Submit CAP

Follow-up Site visit

Close out OMPR Service

Identify the need of

OMPR

Conduct a Kick-off

Gather Artifacts

100% Notification

QA On-Site

50% status Meeting

Submit QAR Report to KO

OMPR

Satisfactory?

OMPR Un-Satisfactory?

RPIE Service Awarded

OMPR Flowchart

• After Contract is awarded and CLIN is utilized and funded The DHA Quality Management Team will facilitate the Kick-off Meeting to discuss parameters of the PWS

Invites will be sent out NLT 30 days after contract award Kick-off meeting Agenda will be established POCs will be identified Logistical needs will be addressed Artifacts distributed

Meeting attendees:

Contracting Officer

SRM-PM

DMLSS AOR Manager

DHA-FE

Contracting Officer Representative Vendor performing the OMPR and any subcontractors

Establishing a Kick-off Meeting for OMPR

OMPR Contract Deliverables

Description Reference Paragraph When Required Submitted To

Quality Control Plan (QCP) 6.1 NLT five (5) workdays after award of this Option CO; COR; DHA-

FE

Inventory Plan 6.2 NLT two (2) workdays prior to 50% status meeting

CO; COR; DHA-

FE

After Action Report 6.3 NLT fifteen (15) workdays after 100% completion notification sent

CO; COR; DHA-

FE

O&M Equipment Manual (DVD or CD) 3.7 & 6.4 Provided to the QART Team with the 100% completion notification from the contractor. DHA-FE

Data Collection Files (DVD or CD) 6.5 Provided to the QART Team with the 100% completion notification from the contractor. DHA-FE

Corrective Action Plan (Initial) 5.4 & 6.6

NLT 10 workdays after receipt of QART report (If OMPR Unsatisfactory).

Revise & re-submitted NLT 3 workdays if initial CAP is not accepted

CO; COR;

DHA-FE

Final Follow-up Report to Corrective Action Plan 5.4.2 & 6.6. Within the thirty (30) business day window

(If OMPR Unsatisfactory)

CO; COR;

DHA-FE

• Poor Performance Assessment Report (PAR) review for OMPR Service

• Additional time, resources and money spent to correct inventory and DMLSS database

• Site unable to perform Preventative Maintenance on critical key equipment and components

• Potential of findings or failing TJC accreditation

• Inadequate inventory results in inaccurate IGCE, proposals, contract adjustments, appropriate allocation of funding

Risks/Impacts of an Inadequate OMPR Service

• Underestimating the amount of resources needed for OMPR within the allocated PoP

• Communication issues between the Vendor and COR (I.E.: Weekly status updates)

• RPIE ID Naming conventions

• Improper use of Nomenclatures

• Primary to Secondary tagging issues

• Drawing and room inventory issues

• Inconsistencies with O&M = Yes records

Ensure all RPIE with maintenance tail received a label and PM schedule

• Rooms Supported field not populated

• Improper Risk Factors used

• Improper use of Location

• Incomplete Codes and Standards throughout the Database

• Grouping

• Blank Install dates

OMPR Trending Discrepancies

RPIE ID Naming Convention

RPIE ID format: 1234-AHU-001-2-M1 Segment 1 Facility Number (Enter what is in DMLSS for facility number)

Segment 2 Nomenclature Acronym (Found in the RPSS) AHU Segment 3 Sequential Number (Three digits or unique identifier) 001 Segment 4 Floor Number Identifier (Second floor = 2) 2 Segment 5 Nomenclature Acronym for the Related Component Record of the Primary Component (Motors: -M1, Pumps: -P1, Compressors: -C1, Receivers: -R1)

M1

Note: All Segments will be separated by a hyphen (-) If in any case, the facility number or sequential number has more characters than listed above, the Contractor shall bring it to the attention of the DHA Representative. In that case, a number standard will be given for that facility/Installation.

Reference Links

• RPSS Portal: https://chip.health.mil/Home/Index

• Defense Health Agency. (n.d.) Defense Medical Logistics Standard Support.

• https://www.health.mil/Military-Health-Topics/Technology/Defense-Medical-Logistics/Defense-Medical-Logistics-Standard-Support

• Medical Logistics Information Technology Resource Center. (n.d.) LogiCole Introduction.

• https://jml149.dmlss.detrick.army.mil/resourcecenter/index.html

• Policy and Guidance: https://community.max.gov/display/DoDExternal/Publications+Library https://chip.health.mil/Home/Index https://www.health.mil/Military-Health-Topics/Technology/Defense-Medical-Logistics/Defense-Medical-Logistics-Standard-Support https://jml149.dmlss.detrick.army.mil/resourcecenter/index.html https://community.max.gov/display/DoDExternal/Publications+Library

Questions?