I-Web Documentation

Part VI – Work Items

FACILITY CONDITION SURVEY TEAMSteve Oravetz PE, R1 (Team Leader) Bruce Crockett, R1Randy Warbington PE, R8 Jim Morrison, R3Steve Hodges, R3 Mark McDonough PE, SRS

National Facility Engineering Meeting, Portland OR, April 28 – May 1, 2008

Buildings Work Items

Work Item Screen Access

New Buildings Work Item Screen

New Work Item Tutorial RS Means Facilities

Maintenance and Repair Cost Data

Work Item Resources Work Item Reports

Portland, OR

Forest Service National Facility Engineering

Meeting

Buildings Work Item Screen Access

Buildings Work Item Screen Access

Buildings Work Item Screen Access

Buildings Work Item Screen Access

Buildings Work Item Screen Access

Buildings Work Item Screen Access

Buildings Work Item Screen Access

Buildings Work Item Screen Access

Buildings Work Item Screen Access

Buildings Work Item Screen Access

Note: Remember Real Property Surveys Can Be Entered

Work Item Screen – Basic Tab

Work Item Screen – Complex Tab

Buildings Work Item Tutorial

Buildings Work Item Tutorials Link:

http://i-web.wo.fs.fed.us/support/training/cbt/index.shtml

Three Buildings Work Item Tutorials Access The Work Items Form Via The Buildings Application

Mark A Task as Complete

Add a Basic or Complex Task To A Building

RS Means Cost Data

Work Item Cost Factors FOREST SERVICE STANDARD FACTORS

Design – 10% Contract Admin – 10% Overhead – 15%

HERITAGE FACTOR Historic Buildings - 1.5

REMOTENESS FACTOR (Only Factor Controlled by Field)

- Calculated From “Estimated Travel Time” Field Travel Time Cost

Factor

1 Hour (Default Setting) 1

2 Hours 1.5

4 Hours 2

8 Hours 3

> 8 Hours 4

DATA DICTIONARIES

NEW BUILDINGS WORK ITEM DATA DICTIONARY

BUILDINGS MODULE DATA DICTIONARY

http://fsweb.r6.fs.fed.us/eng/facilities/user_board/ Buildings_User_Board.htm

Work Item ReportsBLDWK03JRL REPORT – Provides List of All Work Items For A Building

Work Item Reports

Work Item Reports

NEW TASK

LEGACY TASK

Printing Condition Assessment Forms

NEW TASK

Run BLDSRV01JRL Report

Printing Condition Assessment Forms

NEW TASK

Run BLDSRV01JRL Report - Can Query Security ID, Admin Org, Building ID, or Building Type

Printing Condition Assessment Forms

NEW TASK

Run BLDSRV01JRL Report

Printing Condition Assessment Forms The BLDSRV01JRL Report will print with all the building information completed

Inspector Name, Inspection Date must be filled in Fill in Travel Time on Building Details screen

Will automatically print basic or complex (can be changed) Print & take this form to the field to use during assessments

Annual, DM, Capital ImprovementName: TASK TYPE

Definition: The type of work being completed. It either is annual maintenance, deferred maintenance, or capital improvement.

1. Annual Maintenance. Work performed to maintain serviceability or repair failures during the year in which they occur. Includes preventive and/or cyclic maintenance performed in the year in which it is scheduled. Unscheduled or catastrophic failures of components or assets may need to be repaired as a part of annual maintenance. Annual maintenance may include repairs, preventative maintenance, and cyclic maintenance.

2. Deferred Maintenance. Maintenance that was not performed when it should have been or when it was scheduled. When allowed to accumulate without limits or consideration of useful life, deferred maintenance leads to deterioration of performance, increased costs to repair, and decrease in asset value. Deferred maintenance needs may be categorized as critical or noncritical at any point in time. Continued deferral of noncritical maintenance will normally result in an increase in critical deferred maintenance. All work items default to DM in I-Web, users must select other task type when applicable.

3. Capital Improvement. The construction, installation, or assembly of a new fixed asset, or the significant alteration, expansion, or extension of an existing fixed asset to accommodate a change of purpose.

REASONName: REASON

Definition: The reason that justified performing the work.

1. HEALTH AND SAFETY: Addresses a threat to human health and safety that requires immediate interim abatement or long-term permanent abatement.

2. RESOURCE PROTECTION: Addresses a threat or risk of damage, obstruction, or negative impact to a natural or cultural resource. All work items default to this reason, user must select other reasons when applicable.

3. FOREST MISSION: Addresses a threat or risk to carry out the mission of the organization. Needs are related to administration and providing services (transportation, recreation, grazing, etc.) and are not covered by Health and Safety reasons or Resource protection.

WORK ITEM PRIORITYName: WORK ITEM PRIORITY

Definition: The priority of the task to be completed.

CRITICAL: A requirement that addresses a serious threat to public health or safety, a natural resource, or the ability of the organization carry out its mission. (Financial Health – Common Definitions for Maintenance and Construction Terms, July 22, 1998).

NON-CRITICAL: A requirement that addresses potential risk to public or employee safety or health, compliance with codes, standards, regulations etc., or needs that address potential adverse consequences to natural resources or mission accomplishment. (Financial Health – Common Definitions for Maintenance and Construction Terms, July 22, 1998).

New Buildings Work Item Screen Features

Burden of cost estimating removed from the condition survey process Costs automatically updated annually via RS Means Consistent, Repeatable, Defendable process as required by OIG Tabs: Basic, Complex, RS Assem, RS Unit$ Custom Work Items – Coming Soon, Recommended to be used only when

Basic, Complex, RS Assem, RS Unit$ tabs do not contain needed item Basic Buildings – All buildings with no mechanical, electrical, plumbing

systems, approximately 30,000 FS facilities Basic & Complex forms appear by default to Category and Subcategory, but

can be changed by selecting the alternate form when appropriate Work items needed prior to next survey can be entered by populating the

“Planned Start Date” and selecting “Annual Maintenance” task type If “Planned Start Date” of a task passes before task is checked “Complete”,

the task type will automatically change to “Deferred Maintenance”

New Buildings Work Item Screen Features

Legacy Tasks Easily identified by Cost Factor = 1 Direction to close out all legacy tasks after one 5-year survey

cycle Check “Complete” box to close task Delete tasks that are converted to new condition survey form

tasks Delete tasks that are no longer needed or do not match new Basic or Standard condition survey work items “Actual $” & “Actual Finish” fields are optional for local cost tracking

Must populate “Estimated Travel Time” field on main building form for correct Remoteness Factor to be applied to work items

Future Developments and Ideas Use input from field to update and modify work items and forms

after first year of data collection and reporting

Basic and Complex form printed from I-Web with header information auto-populated

Form will identify if building is listed on RP Inventory

Mobile application similar to ERL (data logger or PDA)

Selection of corporate Maintenance Management System software, use is optional

Custom work item tool is under development

Tools to use I-Web RS Means data for detailed project cost estimates

Building Work Item Resources

Tutorials for I-Web Buildings Work Items: http://i-web.wo.fs.fed.us/support/training/cbt/workitems/buildings/

Buildings Data Dictionary and

Buildings Work Item Data Dictionary http://fsweb.r6.fs.fed.us/eng/facilities/user_board/Buildings_User_Board.htm

Real Property Separation of Duties Clause

View “2007 Instructions” at this link for alternative solutions to Separation of Duty requirements for Real Property Inventory takers who are also Infra Data Stewards

http://fsweb.wo.fs.fed.us/aqm/property/RealProp.php

Powerpoint presentations available in folder “Facility Condition Assessments” at:

http://fsweb.wo.fs.fed.us/eng/programs/facilities/facs.htm

Condition Survey Training Documents

• Facility Condition Assessments