35 Building Information Systems Morse

Using Web-based Services to Improve Facility Control : 

Using Web-based Services to Improve Facility Control Roger G. Morse AIA Morse Zehnter Associates

Case Study: 

Case Study Fifth Largest School District in US Annual Budget 1.9 Billion New Construction 500 Million Ongoing projects 1 Billion 233 School facilities

Facilities Management: 

Facilities Management Three divisions within the school responsible for facility management Facilities Planning Design & Construction Maintenance

Facilities Planning: 

Facilities Planning Plan for new school facilities to meet educational needs Plan for replacement of outmoded facilities

Design and Construction: 

Design and Construction Oversee design and construction of New facilities Replacement facilities Consolidated maintenance projects IAQ and mold Internal plan review Internal code review Publish standards and specifications

Maintenance: 

Maintenance $200 million per year Staff for MEP decreased from 72 to 68 Facilities Increased to 25,000,000 sq. ft. Able to respond to emergencies only Unable to perform preventative maintenance Respond only when units fail

Initial Scope of Work: 

Initial Scope of Work Inspect schools to determine cause of high relative humidity that was leading to mold growth Perform heat gain calculation to determine if HVAC equipment was properly sized Recommend work necessary to correct high humidity

HVAC Equipment: 

HVAC Equipment Inspected HVAC equipment to determine condition Ran equipment through its paces to see if it was operating properly Determined remaining useful life Determined maintenance work necessary to return equipment to good condition Determined units that needed replacement

Building Envelope: 

Building Envelope Considered infiltration through the building envelope as a contributing factor to high RH Noted leaks in roofs and walls as contributors to mold growth and high RH Comprehensive envelope inspection not part of work scope

Heat Gain Calculation: 

Heat Gain Calculation Measured window and wall areas Determined construction of walls and roofs Determined occupancy Determined ventilation requirements Inventoried heat producing equipment Presented written report consisting of a space by space heat gain calculation

Written Report - HVAC: 

Written Report - HVAC Presented tables giving information on HVAC units Age Useful life Maintenance requirements and costs Replacement costs of units that had reached the end of their life cycle

Written Report - Envelope: 

Written Report - Envelope Location of leaks Infiltration Paths Recommended corrective work Provided costs for the work

Written Report – Heat Gain: 

Written Report – Heat Gain Provided information on area of walls, windows, doors and roofs Provided information on construction of envelope components Compared capacity of existing units to calculated requirements Recommended repair or replacement of oversized units

Submission to Owner: 

Submission to Owner Written report with recommendations and costs for HVAC repair and replacement HVAC maintenance work Envelope repair work

Results: 

Results Report submitted to Design & Construction Used as the basis for planning construction costs for replacement or renovation of equipment Report not known to Maintenance Report not known to Facilities Planning

Results at Facility Level: 

Results at Facility Level Maintenance performed a comprehensive reconstruction of HVAC units that were reported to not dehumidify and had exceeded their useful life. A month later construction replaced all of the units.

Results at Facility Level: 

Results at Facility Level Design & Construction completed envelope and HVAC repairs at 3 buildings in one school Facility Planning scheduled the schools for demolition to commence 3 months after repairs complete

The Big Meeting: 

The Big Meeting Facility Planning, Design & Construction and Maintenance met with the consultant It was agreed that better communication was needed between divisions responsible for facilities Consultant agreed to provide web based reports on the School District’s server so that all parties would have easy access

Initial Web Based Report: 

Initial Web Based Report Text of report and tables converted to Adobe Acrobat (PDF) files Resident on the District’s Server All parties now had access to the report Maintenance, repair and replacement work were coordinated based on report Reports became outdated as soon as Maintenance or Construction did any work.

2nd Web Based Report: 

2nd Web Based Report Web report made interactive Maintenance enters changes as maintenance work is done Design and Construction indicates changes as work is done Facility Planning indicates facilities that are scheduled for replacement

2nd Web Based Report: 

2nd Web Based Report Coordination between involved divisions was now real time and continuously updated Maintenance was still overworked Cost of ownership still high Decisions on facility replacement without solid information on facility condition

Changing a Belt Makes the Newspaper: 

Changing a Belt Makes the Newspaper $576 - Average cost to replace a belt $12 – Average cost of a belt Newspaper calls for privatizing maintenance Newspaper misses the fact that There is no time for preventative maintenance Maintenance only has time for emergency repairs

Changing a Belt: 

Changing a Belt Maintenance staff responds to a “No Cooling” complaint Look around facility to find the HVAC unit Find belt is broken Go back to shop – look up belt size Go to supplier and buy a belt Go back to school and install belt

Maintaining Maintenance: 

Maintaining Maintenance Develop floor plans showing location of HVAC units and areas served Complete a comprehensive asset inventory Inventory spare parts Carry necessary parts when first going to job site At consultant urging adding 16 to staff In 3 years back to preventative maintenance

Comprehensive Asset Inventory: 

Comprehensive Asset Inventory Record all information about the asset Model number Serial number Replacement parts (e.g. belt size) Condition Age Maintenance requirements Manual for item

Information Overload: 

Information Overload All information is available through the web site Coordination is good between divisions There is no correlation between facilities or even between assets in a facility Too much information – not enough control over the information

SQL to the Rescue: 

SQL to the Rescue All information imported into a SQL database Web interface now database driven Information on all assets now correlated Building envelope information added Can set up an inventory of spare parts Can set up a work order management system

Graphical User Interface: 

Graphical User Interface

Click on AHU: 

Click on AHU

Accesses Menu: 

Accesses Menu

Inventory Parts: 

Inventory Parts Database allows correlation of replacement parts like belts Equipment configuration can be optimized to minimize variation in parts Parts inventoried Replacement parts automatically ordered as stock is depleted

AHU Photos: 

AHU Photos

Click on Chiller: 

Click on Chiller

Accesses Menu: 

Accesses Menu

Pump Manuals: 

Pump Manuals

Pump Curves: 

Pump Curves

Chiller Photos: 

Chiller Photos

Click on Cooling Tower: 

Click on Cooling Tower

Accesses Menu: 

Accesses Menu

Manuals for Related Equipment: 

Manuals for Related Equipment

Cooling Tower Photos: 

Cooling Tower Photos

Date Collection Automated: 

Date Collection Automated Tablet PCs for inspection data Algorithmic inspections Bar code and RF tags for assets Increased uniformity of data Generate life cycle data

Table PC Data Collection: 

Table PC Data Collection

Algorithmic Inspections: 

Algorithmic Inspections Condition of each component of system scored Overall numerical scores calculated Score determines course of action High score – PM only Medium score – repair Low score – replace

Roof Schematic Plan: 

Roof Schematic Plan

Roof Condition Index Worksheet: 

Roof Condition Index Worksheet

Deficiency Checklist: 

Deficiency Checklist

Chart Legends: 

Chart Legends

Algorithm Scores Determine Action: 

Algorithm Scores Determine Action

Slide57: 

Roof Condition Index

Roofing Forecast: 

Roofing Forecast

As The Roof Condition Changes…: 

As The Roof Condition Changes…

Roof Condition Index Also Changes: 

Roof Condition Index Also Changes

Roofing Forecast Also Changes: 

Roofing Forecast Also Changes

Algorithmic Inspection Application: 

Algorithmic Inspection Application Architectural systems Envelope Finishes Equipment Mechanical (HVAC) systems Electrical systems Plumbing systems Fleet equipment

Database Processes Field Data: 

Database Processes Field Data Manage for lowest overall cost of ownership Establish preventative maintenance schedule for all assets Plan and schedule maintenance work Plan replacement of assets based on life cycle cost analysis Plan facility replacement based on life cycle cost analysis

Database Functions: 

Database Functions Work Order Management Preventive Maintenance System Purchasing and Inventory Management Facility Usage and Event Scheduling Life Cycle Tracking and Analysis Key Custody and Faculty Move Program

Work Order Management: 

Work Order Management Schedules work orders Preventative Maintenance Planned Projects Emergency Projects Accountability built in Email notifications

Slide66: 

Planned Project: Through User Initiation or Inspection Emergency Preventative Maintenance Work Order Generated All work orders will have an estimated completion date.

Slide67: 

SQL Server January Work Orders Emergency Planned Preventative Maintenance 20 15 30 Scheduled Completed 20 15 12 SQL Server queries the database and determines how many open work orders exist for the current month. Any work orders that have not been completed by month’s end based on the estimated completion date are rolled over into the schedule count for the next month. Rollover 0 0 0 Based on this work order schedule [18 Preventative Maintenance] work orders will rollover to February’s work order schedule.

Slide68: 

Web Server February Work Orders Emergency Planned Preventative Maintenance 5 11 30 Scheduled Completed 5 11 32 Web page shows a queue of all current work orders and work orders outstanding from the previous month(s). The user can then drill down to the actual work order to view the current status and details of the work order. An email is sent to those supervising the work order system and to administration. Rollover 0 0 18

Slide69: 

SQL Server Web Server Nightly SQL Server Job Email Outstanding Report to Supervisors The nightly SQL Server job updates the data. The changes to the data are reflected on the web page. Also an email will be sent out to supervisors showing a list of their employees with outstanding work orders. Time Scheduling Process

Changing a Belt: 

Changing a Belt Belt is replaced as part of preventative maintenance prior to failure All belts on campus changed at same time Cost per belt $12 materials, $12 labor

Roger G. Morse AIA: 

Roger G. Morse AIA 504 Snake Hill Road Poestenkill, NY 12140 (518) 283-7671 rgmorse@ mzaconsulting.com 2240 Palm Beach Lakes Blvd. West Palm Beach, Florida 33409 (561) 712-4777

The Future: 

The Future Optimize cost of ownership Determine schedule for renovation Schedule component replacement Determine schedule for facility replacement Energy cost optimization

Optimize Cost of Ownership: 

Optimize Cost of Ownership Maintenance and energy costs increase through time Replacement costs increase through time, but reduce maintenance and energy costs Preventative maintenance reduces replacement and energy costs Solve for Replacement and PM to optimize cost by component and for entire facility

Renovation: 

Renovation Collate Lease rates and renewal dates Core & Shell finishes expected life Track increase in Core & Shell maintenance costs Track increased energy costs Apply optimization algorithm

Component Replacement: 

Component Replacement Maintenance Costs Track actuals against forecast Update forecast Parts replacement cost Update forecast with periodic inspections Algorithm forecasts maintenance and parts replacement and compares to replacement Algorithm can consider energy costs

Facility Replacement: 

Facility Replacement Expected Life of MEP equipment Envelope Interior finishes Equipment Update projections based on actuals Amortization costs Cost of maintenance Cost of energy Algorithm to solve for least cost

Energy Cost Optimization: 

Energy Cost Optimization Track energy usage and costs Forecast future usage increases as equipment ages Forecast energy unit costs Calculate increase in energy costs Forecast replacement costs Forecast energy use of replacement equipment based on improved technology and historic use Solve replacement for lowest energy cost

Role of Database: 

Role of Database Keeps track of and collates vast quantities of information Performs sophisticated modeling and calculations Manages work order system Sends notifications

Role of Web Interface: 

Role of Web Interface Makes database and database reports accessible to anyone with a web browser Simplifies access to database Simplifies data input Level of access can be controlled by logon and password Makes use of existing intranets and permits remote access by internet

Roger G. Morse AIA: 

Roger G. Morse AIA 504 Snake Hill Road Poestenkill, NY 12140 (518) 283-7671 rgmorse@ mzaconsulting.com 2240 Palm Beach Lakes Blvd. West Palm Beach, Florida 33409 (561) 712-4777