facility condition assessment and asset management with gis

Facility Condition Assessments

and Asset Management with GIS

John Przybyla, PE, GISP

Senior Vice President

Woolpert, Inc.

Facility Condition Assessments (FCA)

Over 100 Million Square Feet of FCA Experience + Army and Air Force Exchange Service

+ Cincinnati State Technical & Community College

+ Cummins, Inc.

+ Department of Defense Education Activity

+ Illinois State University Facilities & Infrastructure Condition Assessment

+ Illinois State University South Residence Complex

+ Kaiser-Permanente California

+ State of Illinois Department of Human Services

+ State of Illinois Statewide Facility Condition Assessment

+ State of Missouri Office of Administration

+ The Ohio State University Infrastructure Master Plan & GIS

+ U.S. Air Force Services Agency

+ U.S. Fish and Wildlife Services

+ Walter Reed Army Medical Center

+ Washington University North Campus

+ Many more…

Facility Condition Assessments (FCA)

FCA Objectives:

+ Obtain an accurate snapshot of current facility conditions based on

professional assessments

+ Obtain prioritized recommendations for corrective actions

+ Obtain a planned project approach to address identified facility

deficiencies

+ Obtain an updatable database of deficiencies and planned projects

1. Establish Assessment Team

2. Perform Preliminary Walk-Thru

3. Obtain and Review Facility Documents

4. Refine Assessment Scope

5. Define Standards

6. Define Condition Assessment Database

Project Preparation

Data

Gathering

Data Analysis

Reporting and Delivery

Program Planning

1. Prioritize Projects

2. Develop Project Schedules

3. Assist in Analysis of Funding Sources and Requirements

4. Assist Client in Project Implementation

5. Provide ongoing support for Optimization Tool

1. Interview Facility Officials and Maintenance Staff

2. Collect Facility and System Data

3. Identify and Record Facility Deficiencies

4. Populate Condition Assessment Database

1. Analyze and Apply Life Cycle Data

2. Prescribe Corrective Actions for Each Deficiency

3. Prepare Cost for Each Corrective Action

4. QA/QC Deficiencies and Corrective Action

5. Group Tasks into Projects

1. Summarize Data and Prepare Draft Report

2. Review Report with Client

3. Deliver Final Report to Client

4. Finalize Condition Assessment Database

Facility Condition Assessments (FCA) Assessment Approach

Pentop Computers

Digital Photographs Hand Notes

Facility Condition Assessments (FCA) Appropriate Tools

Facility Condition Assessments (FCA) Building System Categories

Building

Envelope

+ Roof Membrane

+ Foundations

+ Exterior Windows

+ Exterior Walls

+ Exterior Doors

+ Structure

+ Floor Deck

Building

Interior

• Interior Walls

• Interior Doors

• Floor Coverings

• Exterior Doors

• Ceilings

• Elevators

• Food Service

Equipment

• Stairs

• Interior Finishes

HVAC

• Equipment

• Ductwork

• Piping

• Controls

Electrical

• Equipment

• Power Distribution

• Interior Lighting

• Exterior Lighting

• Fire Alarm

• Security

Plumbing

• Equipment

• Fixtures and

Hardware

• Domestic Water

• Drain, Waste and

Vent Systems

• Storm Drains

Fire

Protection

• Equipment

• Sprinkler

Systems

• Stand Pipes

Site

• Landscaping

• Walkways

• Parking and

Roadways

• Lighting

• Utilities

Facility Condition Assessments (FCA) Deficiency Categories

• Equipment Failure

• Maintenance

• Planned

Replacement

• Exceeded Useful Life

• Poor Condition

• Code Compliance

• Hazardous

Materials

• Indoor Air Quality

• Hazardous

Condition

• Energy Consumption

• Appearance

• Security

• ADA/Accessibility

• System

Misapplication

• Equipment

Misapplication

• Consequential

Building

Integrity

Health & Life

Safety

Functionality

Facility Condition Assessments (FCA) Deficiency Priorities

Deficiencies that have a direct impact on the health and safety of the building

occupants or violates enforceable building, mechanical or electrical codes. Priority 1

Deficiencies that impact the building integrity and if not corrected will

cause further damage and in turn affect the health and safety of the

building occupants. Priority 2

Deficiency corrections that must be performed to maintain or restore

the building systems integrity, reliability and performance. Priority 3

Deficiency corrections performed to improve the building systems

integrity, reliability and performance. Priority 4

Deficiency corrections required to conform to codes that are currently

in effect but not required when the building was built. Priority 5

Facility Condition Assessments (FCA) Deliverables

+ Portfolio Summaries

+ Facility Summaries

+ Executive Summary

+ System Narratives

+ Reports

+ Photos

+ Database

Use the Power of GIS to Manage FCA Data + Spatial analysis and modeling

+ Overlay analysis (union, intersect)

+ Proximity analysis (buffer, near)

+ Surface analysis (hill shade, slope)

+ Linear analysis (connectivity, tracing)

+ Raster analysis

+ Geoprocessing tools

+ Database management

+ Rich API

+ Enterprise-ready

+ Integrates with

+ FCA Database

+ CMMS

+ CAFM

+ IWMS

GIS Supports Enterprise Applications

Analysis

Decision

Support

Executive

Dashboard

Building Automation

Systems

Space

Analysis/CAFM

Work Order

Management

FCA Data

Management

Planning

ESRI’s Building Interior Space Data Model

(BISDM) for GIS - A user community effort

+ Started in summer 2007

+ Built template to serve many uses

cases and compatible technologies

+ Support property, building, and asset

objects

+ Models, supporting documentation,

data loading tools, and sample

viewers at www.esri.com/datamodels

+ Can be extended to include FCA Data

http://www.esri.com/datamodels

BISDM Asset Data Feature Classes

BISDM

Mimics the

structure

of IFCs

2-D GIS For Facility and Space

Management

3-D GIS Facility Examples

Automated Risk-based

Asset Management with

GIS

Infrastructure Lifecycle

Commissioning

Update

Systems

Maintain

Prepare As-Builts

Maintenance

Master

Plan

Plan New

Systems

Plan

Select

Contractors

Perform Work

Build

Select Design

Consultants

Approve

Plans

Perform/Approve

Designs

Design

Stakeholder

Support

Operate

Manage Change

Reallocate Space

The Asset Life Cycle Over Time

Defining Asset Management

Asset management

means different things to

different people: + Asset Management is a work order

system

+ Asset Management is moving from

reactive, planned, preventative, to

reliability centered maintenance

(rcm)

+ Asset Management is regulatory

driven - required by the FRA, EPA,

GASB, etc.

+ Asset Management a process that

directs O & M activities and CIP

planning

Defining Asset Management

“Asset management may be defined as managing infrastructure capital

assets to minimize the total cost of owning and operating them, while

delivering the service levels customers desire.”

Asset Management Impacts Sustainability

of the Community

A Sustainable “Triple Bottom Line”

Answering the Five Core Questions

for Sustainable AM

1. What is the current state of my assets? What do I own? Where is it? What condition is it in? What is its performance? What is its remaining useful life? What is its remaining economic value?

2. What is my required level of service (LOS)? What is the demand for my services by my stakeholders? What do regulators require? What is my actual performance?

3. Which assets are critical to sustained performance? How does it fail? How can it fail? What is the likelihood of failure? What does it cost to repair? What are the consequences of failure?

4. What are my best O&M and CIP investment strategies? What alternative management options exist? Which are the most feasible for my organization?

5. What is my best long-term funding strategy?

1

Overview of the Asset

Management Elements

23

45

6

Asset Inventory

Asset Criticality

Service Levels

Asset Condition

Planned Maintenance

Life Cycle Costing

Track Asset Inventory Data

Identify Critical Assets (highest consequence of failure)

Set Performance

Standards

Rate Critical Assets

Plan and Execute

PM/PdM/RCM

Apply to Repair / Rehab /

Replace Decisions

Criticality Determines

Importance

• Focuses on: • Managing risk and the assets that pose the most

• Data collection activities and frequency

• Condition assessment remaining useful life

• Melds maintenance and capital planning practice interdependence

• With technology enables informed decision making

• Helps “Begin with the end in mind” (Steven Covey)

Customer, Environmental, and Regulatory

Measures are “Service Levels”

Example Measures

• Reliability – Availability of facilities, equipment, parking, restrooms, etc.

• Quality – customer complaints

• Customer Service – On time performance, minimal wait times, facility conditions, etc.

• Regulatory – safety, Federal regulations

Computerized Maintenance

Management System (CMMS)

Capture time and costs associated

with work activities and assign costs

to the asset

Risk Management

• Risk in AM-speak is the consequence

of failure multiplied by the probability

of failure

• Often used as a measure of “criticality”

• Another term is “business risk

exposure (BRE)”

Combining Factors for a Simple

AM Decision Making Model Aspect Rating Factor

Estimated Life Years Years

Condition 1 to 6 125% to 5%

Performance 1 to 6 125% to 5%

Reliability 1 to 6 125% to 5%

Remaining Life

% life consumed or years

remaining (calculated)

f(min) of above

Level of Service

1 to 5

Compare to Target (Minimum)

LOS

Redundancy

0%, 50%, 90%, 98%

Reduces PoF

Probability of Failure Calculated: (% consumed x (1 – % Redun) x 10

1 to 10

Consequence of Failure 1 to 10 1 to 10

BRE (Business Risk Exposure) Calculated:

PofF x CoF x % Redundancy

1 to 100

Old Method

Asset Management Infrastructure

Optimization

• Can we build a repeatable process or tool, leveraging

our knowledge, GIS and FCA investment to answer

these questions?

• What and where is the critical infrastructure?

• What do we need to do to maximize useful life?

• How do we properly allocate R&R and CIP budget

dollars to do this?

Infrastructure Optimization 32

CMMS Data

FCA Data

GIS Data

?

Decision

Analysis

Strategy

Costs

Replacement

Strategy

Costs

Risk

Creation Calibration

GIS CMMS Asset Management Support Tool

IO Overview

SCENARIOS

FCA

RISK

Infrastructure Optimization Toolset

INFRASTRUCTURE OPTIMIZATION

RISK REPLACEMENT DECISION

Purpose: Determine Business Risk Exposure In the context of asset management, risk can be defined as the [probability of failure multiplied by the consequence of failure] multiplied by redundancy and is often used as a measure of „criticality‟. The preferred term used for this is „Business Risk Exposure‟ (BRE).

Probability of Failure (POF)

Consequence of Failure

(COF)

Redundancy

(R)

Business RISK

Exposure

GIS Data

CMMS Data • Historical Analysis

• Work Activity

• Performance

• Failure History

Specialized Data

• FCA

Institutional Knowledge

Risk

Creation Calibration

Risk Workflow

Integration with ESRI GIS

Probability of failure (PoF):

+ Condition

+ Age

+ Material

+ Capacity

+ Structural integrity

+ Operational / Maintenance history

(breakage, leakage, defects)

+ Design Standards

+ Physical Location (associated soil

characteristics, climatic conditions,

proximity to construction activity)

+ Installation information (construction

techniques, installer ratings, bedding

conditions)

+ Repair costs

+ Hydraulic performance characteristics

+ Maintenance practices

+ Asset reliability and performance

information

+ Other Factors



(COF) Redundancy

Business Risk

Exposure (BRE)

Probability or likelihood of failure / Can be determined based

on an asset’s physical characteristics:

PoF Factor Manager

Probability of Failure

Number Factor Ranking Percentage Weight Score

Required 1 Percent Consumed

Required 2 Condition

Optional 3 User Defined








Weight Must Equal 10

Sample Factors

Passive assets

Original construction techniques

Performance

Rating Description Impact

Contractor who installed 1 Exceeds / Meets all Performance Targets125.00%

Soil Characteristics 2 Minor Performance Deficiencies 100.00%

Bedding conditions 3 Notable Performance Deficiencies 75.00%

Physical loads 4 Considerable Performance Deficiencies50.00%

Internal corrosion 5 Major Performance Deficiencies 25.00%

Temperature conditions 6 Does not meet any Performance Targets5.00%

Active Assets

Hours of use (non-linear)

Lack of PM Reliability Rating Description Impact

Climatic conditions 1 As Specified by Manufacturer 125.00%

Replacement or wear parts 2 Rare Breakdown 100.00%

Improper alignment / calibration 3 Occasional Breakdown 75.00%

Lubrication or cooling of parts 4 Periodic Breakdown 50.00%

Reliability 5 Continuous Breakdown 25.00%

Performance 6 Unserviceable 5.00%

Sample Ratings

Apply Probability of

Failure Factors

IO: Infrastructure Optimization

Asset Criticality &

Risk Mitigation

R&R Strategy and CIP

Value and Depreciation

Reporting

Consequence of Failure (CoF):

+ Critical Facilities Served

+ Proximity to Structures (Roads/Buildings/Lakes/Creeks)

+ Accessibility to Repair,

+ Size

+ Depth

+ Major Expense

+ Safety Concerns

+ Health / Welfare Concerns

+ Social Costs

+ Levels of services (LOS)

+ Regulatory Impacts

+ Environmental Impacts

+ Public Issues

+ Other Factors



(COF) Redundancy

Business Risk

Exposure (BRE)

Consequence or impact of failure / Can be determined based

on related asset characteristics:


Number Factor Ranking Percentage Weight Score











Weight Must Equal 10

Sample Factors

SizeCritical Facilities Being Served

Proximity to Structures

Accessibility to Repair

Depth

Main Looped System

Major Expense

System Failure

Safety Concerns

Contractor Installed

Social Costs

LOS

Regulatory

Environmental

Sample Ratings

Sewer Main Consequence of Failure

Consequence

Category

Negligible

=1 Low = 2

Moderate =

3

Severe =

4 SCORE

Size <8" 10"-12" 15"-24" >24"

Depth <5' 5' - 13' 14' - 20' >20'

TOTAL 0

Apply Consequence of

Failure Factors

IO: Infrastructure Optimization

Asset Criticality &

Risk Mitigation

R&R Strategy and

CIP

Value and Depreciation

Reporting

Redundancy (R):



(COF) Redundancy

Business Risk

Exposure (BRE)

* Workflow provided by Asset

Management Fundamentals

Workshop 2007

Risk Analysis Results

Establish Replacement

Costs

Calculate Costs

Establish Replacement

Strategies

Replacement

Strategy Costs

Replacement Workflow

Replacement Costs

+ Scenario based

+ Configurable costs and activities

+ Generates present and future value costs

+ Inflation factor

+ Made for decision makers

+ Ad-hoc reporting

+ Imbedded in GIS

R&R Strategy and Costing

+ Tool used for What IF

maintenance strategies

Build R&R and Maintenance

Strategies

Calculate Costs Finalize

Decisions

Conduct Analysis

Decision

Analysis Strategy Costs

Decision Workflow

IO Decision Capabilities

+ R & R Reports: Cost based scenarios for rehabilitation, repair and

maintenance strategies

+ Rehabilitation and replacement (R&R) prioritization

+ Capital investment versus enhanced maintenance

+ Capital investment timing

+ Long-term fiscal alternatives

+ Short-term packaging for capital projects

+ Single location for various data sets

Decision Analysis

Replacement Report

EXAMPLE

Probability of Failure

Lowest Probability of

Failure

Highest Probability of

Failure

Legend

Sewer Main - POF

0 - 2.50

2.51 - 5.00

5.01 - 7.50

7.51 - 10.00

Probability of Failure Percent consumed (Weight = 2) Condition (Weight = 8) Soils Ground Water Level Under Drained

Hydraulic characteristics

54


Highest Consequence of Failure

(Interceptor lines)

Legend

Sewer Main - COF

0 - 2.50

2.51 - 5.00

5.01 - 7.50

7.51 - 10.00

Consequence of Failure Pipe Size (Weight = 8) Ground Surface (Weight = 2) Critical Facilities Served Pipe Depth Road Classification Crossing Flood Plain

PoF CoF BRE



(COF)

Redundancy

(R)

Business RISK

Exposure

Legend

Sewer Main - BRE

0 - 15.00

15.01 - 30.00

30.01 - 45.00

45.01 - 100.00

Legend

Sewer Main - COF

0 - 2.50

2.51 - 5.00

5.01 - 7.50

7.51 - 10.00

Legend

Sewer Main - POF

0 - 2.50

2.51 - 5.00

5.01 - 7.50

7.51 - 10.00

Comparative Analysis

Analysis of Sewer

District

50 Year Forecast For Replacement - Sewer Mains

Selection from 50

Year Forecast

Legend

Sewer Main - BRE

0 - 15.00

15.01 - 30.00

30.01 - 45.00

45.01 - 100.00

Other Key Features

+ Can use any asset:

+ Facilities

+ Parks and Recreation

+ Transportation

+ Water, Wastewater, Stormwater

+ Supports linear and non- linear assets

+ Related objects

+ Advanced reporting and charting

+ WPF Version coming soon!

A Comprehensive AM

Solution

Potential Integrated CADD/BIM/GIS Asset

Management Data Workflow

GIS

Repository

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N 448,500

N 448,750

E 13,089,250 E 13,089,500 E 13,089,750 E 13,090,000 E 13,090,250 E 13,090,500 E 13,090,750 E 13,091,000

REVISIONS

MICHIGAN STATE UNIVERSITY

PHYSICAL PLANT DIVISION

ENGINEERING SERVICES DEPARTMENT

DWN. BY

DATE

SCALE

DWG. NO.

FILE NO.

APPVD. BYN

50' 0' 50' 100' 150'

SCALE IN FEET

CONTOUR INTERVAL : 1 FOOT

TITLE

DIGITAL DATABASEMAPPING

8-89

1"= 50'INFORMATIONSERVICES

WOOLPERT

GEOGRAPHIC

MSU2C

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855

850

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845

INTRAMURAL-RECREATIVE

SPORTS-WEST

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840

835

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PARKING LOT

67

KALAMAZOO

835

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830

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825

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LOT 62

JENISON GYMNASIUM

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56

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845

845

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RED

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51

117

GIS Data

CADD Data

BIM Data

CMMS

CAFM/IWMS COBIE

Spatial Data

Tabular Data

Facility/Asset

Management

BIM

Repository

Concept - Automated Risk-Based

Asset Management System

+ Facility Condition Assessment Data in GIS

+ Integration of Data from Multiple Repositories

+ Executive Dashboard Interface

+ GIS-Based Visualization

+ Asset Criticality And Risk Analysis

+ R&R Strategy and CIP

Automated Risk-based Asset Management –

an Integrated Approach

Questions?

+ [email protected]

+ 937-602-0833

mailto:[email protected]