2024 DHA Industry Day RPIE Brief.pdf

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Real Property Inventory Process

Mr. Leo Zuniga & Mr. Hector Silva

13 August 2024

Controlled By: DHA Facility Ops Branch CUI Category: PROPIN

DISTRO/LDC: FEDCON

POC: (210) 317-4626

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Improving Health and Building Readiness. Anytime, Anywhere — Always

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Agenda

1. Importance of RPIE

2. Types of Services

3. RPIE/OMPR Expectations

4. RPIE/OMPR Process

5. QAR Expectations

6. QAR Process

7. Staff Assistance Visits

8. RPSS

9. Questions

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Importance of a RPIE Inventory / OMPR

A comprehensive Real Property Installed Equipment (RPIE) inventory is crucial for the Defense Health Agency’s (DHA) Medical Treatment Facilities (MTF), ensuring seamless operational efficiency through precise inventory management, effective bidding processes, and meticulous maintenance planning. By standardizing enterprise-wide practices and adhering to manufacturer-recommended maintenance schedules, RPIE inventories promote a proactive approach to preventative maintenance, thereby minimizing downtime and optimizing equipment performance.

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Types of Services Provided

RPIE Services: Involve conducting asset inventories for 1-3 specific facilities, focusing on Military Construction (MILCON) buildings and sites that have undergone renovations or modernizations impacting their RPIE inventory. This targeted approach ensures a detailed assessment of critical assets within these facilities.

Operations and Maintenance Program Review (OMPR): Covers comprehensive asset inventories across the entire installation footprint. It includes the establishment of a robust Preventative Maintenance Program integrated into the Defense Medical Logistics Standard Support (DMLSS) system, ensuring proactive maintenance planning and operational readiness.

Quality Assurance Review (QAR): A 20% equipment survey following a contractual OMPR by a third party Vendor. This service involves a thorough spot check survey to identify discrepancies on the work performed and given corrective action on those discrepancies to include trending discrepancies.

Staff Assistance Visit: Offers tailored training, quality control surveys, and analytical insights to provide a comprehensive snapshot of the RPIE inventory's quality and current state. This service assists installations in preparing for The Joint Commission (TJC) inspections and enables Defense Health Agency (DHA) leadership to make informed decisions based on up-to-date information, facilitating internal OMPRs for continuous improvement at installations.

These services collectively aim to optimize asset management, enhance operational efficiency, and ensure regulatory compliance, ultimately supporting superior healthcare delivery and facility management within military and medical treatment environments.

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RPIE Services / OMPR - Expectations

• Thorough Inventory: The service should conduct a detailed and accurate inventory of all installed equipment within the facility. This inventory should document specifics such as location, condition, specification data, and establish / adding to an existing Preventative Maintenance Program.

• Documentation and Reporting: Clear and organized documentation is crucial. The service should provide comprehensive reports that detail the inventory findings, including equipment specifications, compliance status with regulatory standards, deltas (pre-post).

• Compliance and Standards: The service must ensure that all equipment meets regulatory and safety standards. This includes verifying RPSS maintenance schedules, and adherence to manufacturer guidelines to ensure safe and effective operation.

• Maintenance and Lifecycle Management: A proactive approach to maintenance is expected, with the service offering recommendations for preventive maintenance schedules and lifecycle management strategies. This helps in optimizing equipment performance, reducing downtime, and extending equipment longevity.

• Risk Assessment and Mitigation: Identification of equipment-related risks and vulnerabilities is essential. The service should conduct risk assessments to identify potential hazards or safety concerns associated with equipment operation, providing recommendations for mitigation and ensuring a safe environment for patients and staff.

• Integration with Facility Operations: Seamless integration with facility operations is critical. The service should coordinate with facility management and staff to minimize disruption during inventory assessments and maintenance activities, ensuring continuity of patient care.

• Customer Support and Collaboration: Responsive customer support and collaborative approach are expected. The service should engage with facility stakeholders, including administrators, clinicians, and maintenance personnel, to address concerns, provide training on equipment management practices, and foster a partnership for continuous improvement in equipment services.

Overall, a full real property installed equipment service should deliver comprehensive, accurate, and proactive management of equipment inventory and maintenance, ensuring operational efficiency, regulatory compliance, and optimal patient care outcomes within the medical treatment facility.

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RPIE/OMPR Inventory Process: Phase 1

1. Identify the need of a RPIE Service or OMPR

2. Conduct a Kick-off Meeting

3. Internal Meetings prior to Onsite Arrival

4. On-Site: RPIE Service Begins

Step 1: Orientation Step 2: Room Identification Step 3: Data Collection Sheet Step 4: Physical Labeling Step 5: New Equipment Identification Step 6: Drawing Usage Check Step 7: Final Inspection

5. Daily Check-in with Facility Manager – Team Lead

6. Quality Control Check

7. Physical Inventory 100%

8. Final Milestones – Physical Inventory

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RPIE/OMPR Inventory Process: Phase 2

DMLSS Data Entry:

Step 1: Preparatory Steps

Step 2: Data Entry Preparation

Step 3: FSI Module

Step 4: Maintenance Procedure Module

Step 5: PM Schedule Module

Step 6: Post-BI Reports

Step 7: Quality Control Check

Step 8: Final Reporting

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Quality Assurance Review: Team Overview The Quality Assurance Review Team (QART) performs structured assessments to ensure that established DHA standards and procedures are being followed effectively by (OMPR) Operations, Maintenance, and Program Review vendors.

The Real Property System Standards (RPSS), is a set of guidelines and standards used in the management and administration of Real Property Installed Equipment (RPIE) for DHA.

The QART utilizes the RPSS as the “Source of Truth” to implement standardization throughout the Facilities Enterprise.

Identifying Deficiencies: The QART identifies deficiencies, gaps, and trending discrepancies that deviate from DHA quality standards which do not meet the allowable deviations per the DHA (PWS) Performance of Work Statement.

Providing Feedback and Recommendations: Based on the QART findings, the team provides constructive feedback, corrective actions, and recommendations for improvement based on best practices.

Monitoring Corrective Actions: If deficiencies are identified, the QART and DHA Leadership monitor the implementation of corrective actions. The QART and DHA Leadership ensure that actions to correct discrepancies found identify issues effectively and that any necessary changes are documented and communicated.

Reporting and Documentation: Our team prepares detailed reports documenting findings, conclusions, deltas, and recommendations for corrective actions. These reports are typically shared with management and relevant DHA stakeholders to facilitate decision-making and improvement initiatives.

Promoting Best Practices: The QA review team promotes the adoption of best practices related to quality assurance and quality control throughout the organization. They may provide guidance and training to ensure that all stakeholders understand and implement quality standards effectively.

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QAR Expectations

A 20% quality control check of real property installed equipment at medical treatment facilities is expected to fulfill several crucial expectations to ensure operational efficiency, compliance, identify trending discrepancies and patient safety:

Random Sampling: Equipment should be selected randomly across different departments and units to provide a representative sample of the facility's inventory. This ensures that a variety of equipment types and uses are included in the check.

Comprehensive Inspection: Each selected piece of equipment undergoes a thorough inspection to assess its data accuracy, location, identified correctly with the current DHA label standards and requirements.

Documentation and Record-Keeping: Detailed documentation of inspection findings is essential. This includes recording equipment details, noting any deficiencies or issues discovered, and updating inventory records notes accordingly. Documentation should also include actions taken or recommended for corrective measures.

Reporting and Analysis: A formal Trip Report summarizing the quality control check results should be generated and submitted to DHA leadership NLT 5 workdays from returning. The report should outline the equipment inspected, findings of the inspection (including any non-compliance or maintenance needs), actions taken or recommended, and trends or patterns observed that may impact equipment management practices.

Corrective Actions and Follow-Up: Prompt initiation of corrective actions for any identified issues is crucial. We are bound by the RPIE Service PWS and given a timeline on when to provide inspections and deliverables. Follow-up checks may also be scheduled to ensure that discrepancies found during the survey have been corrected.

Training and Awareness: Quality control checks should contribute to staff training and awareness regarding equipment management and safety practices. This will allow for the team members to execute and expand their general knowledge on DHA requirements. This includes educating staff on the importance of equipment maintenance, proper procedures, and adherence to regulatory requirements.

Continuous Improvement: Feedback from quality control checks should contribute to ongoing improvement efforts. This includes identifying opportunities to enhance equipment management processes, streamline inventory tracking, and optimize resource allocation for maintenance and replacement.

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OMPR Flow Chart – Third Party Vendor

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

RPIE Service Awarded

No

Yes

Flowchart of Major Milestones

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Staff Assistance Visit

• What to expect..

• If your is selected for a Staff Assistance Visit, the following will occur.

The site sill need to fill out an OIP checklist and return it to the O&M Project Manager

A small DHA tactical team shall deploy to conduct data check on the following items:

O&M Team: O&M Record Tracers, Maintenance Faults O&M Team: O&M PWS requirements (qualified techs) QMT Tech: RPIE inventory random selection survey (200 records) AOR Manager: DMLSS Database review – QA/QC module, PM Procedures

Out brief with DCA and Facility Staff on all findings and recommendations on corrective actions

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Real Property System Standards Overview

The Real Property System Standards (RPSS) provides the standard hierarchy and the nomenclature naming convention within UNIFORMAT II for the Defense Health Agency’s real property installed equipment (RPIE), personal property, and low voltage systems Facility Management are responsible to maintain in good working order.

Also provides:

• Inventory Guidance to personnel performing a RPIE Survey/Service

• Reliability Centered Maintenance Frequency and Procedures

• Industry Standards for Maintenance Actions (NFPA, UFC, RS Means, etc.)

• Maintenance Frequency per Accreditation Agencies (TJC, EPA, ECAMP, etc.)

• Quality Assurance (QA) checklists for certain RPIE

• Traditional Preventive Maintenance Frequency and Procedures when O&M manuals are NOT available

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Accessing the RPSS

• Currently located on Health.mil. Access is requested through the Cloud Hosted Enterprise Web Information Environment (CHEWIE)

• To request access, please use the following link:

ChIP Home Page - CHEWIE Identity Provider (ChIP) (health.mil)

• The RPSS Portal is located under the following link:

Real Property Procedures and Standards Database - RPSS Tool (health.mil)

Note: You must have an active CAC. Once requested access, you must log into the RPSS link (2nd link) once every 30 days to ensure you are not locked out.

Health.mil accounts are the only accepted accounts to register for an RPSS account. Exceptions will be the following: USACE, USMS, and various Lab email account holders (USUHC)

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Creating and Account (need to know information)

• Before requesting an account through the RPSS (CHEWIE) Portal, the user shall ensure their email account is an active health.mil account (Exceptions will be the following: USACE, USMS, and various Lab email account holders (USUHC).

Email changes can be done using the following link.

• Step by Step instructions have been attached to this presentation below.

https://idco-pki.dmdc.osd.mil/idco/

Email Change - Step by Step

Clearing browser Cache

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RPSS Updates

• Supporting Documents feature – link to outside sources to provide additional information regarding the RPIE record.

• Quick Search Function added to the RPSS Portal.

• Sub-component Records are now linked to their primary Component records within the

RPSS.

• Specification and Capacity Values are identified for each Record.

• RCM Procedures Report can now be easily generated.

• Added RCM Criticality to the RPSS and Nomenclatures Report.

• RCM Procedures, frequencies and estimated Labor hours have been added to the RPSS.

• Accreditation by occupancy Type (Healthcare, Ambulatory Healthcare and Business) is now readily available per RPIE item.

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RPSS Updates (Upcoming)

• Revamp of all O&M = Yes/No Records

• Surveyors notes – Inventory Guidance

• Hierarchy Linkage between RPSS and Builder

• Manage user Accounts – Active and Inactive accounts

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Key Takeaways

At the conclusion of this activity, participants will be able to:

Create an RPSS Account and update an email address to CAC accounts.

Understand the Primary and Subcomponent Records linkage Accurately identify the primary purpose of the Real Property System

Standard (RPSS).

Identify RPSS updates that include added features to the RPSS portal that includes Reliability Centered Maintenance (RCM), Specification Data, Capacity Data and Accreditation Occupancy Type.

Effectively conduct a RPSS record search, review the details of a record, and understand how to request an add new record or change a record.

Comments / Questions?