Department of Defense Education Activity/Preventive Maintenance Study

Preventive Maintenance (PM) Studies, Department of Defense (DOD), Domestic Dependent Elementary and Secondary Schools (DDESS)

The Preventive Maintenance Study objective is to conduct an inventory and condition assessment of DDESS schools' Heating, Ventilation and Air Conditioning (HVAC) equipment. DoDEA is using this assessment as a basis for instituting a PM program directed at extending the useful life of HVAC equipment. Data collected will be compiled into a detailed inventory book to facilitate local DDESS logistics personnel to perform future preventive maintenance activities.

Description of Work
A comprehensive HVAC equipment inventory and condition assessment is being conducted to identify the expected remaining life, equipment that can be brought to a maintainable standard cost-effectively and PM schedules to extend equipment life. Each piece of equipment will be referenced by a unique identifier which links it to a location indicated on facility drawings. The drawings interface to a database containing real property inventory asset information.

The equipment and subcomponents determined to be maintainable will be inputted to SchoolDude, a widely used facility management tool used by school systems nationwide, to generate PM Schedules. An overall 10-year recapitalization plan will also be developed to assist DDESS in prioritizing projects and identifying candidates for potential funding each year.

This study has been conducted at schools located at Fort Campbell, Fort Benning, Quantico, Dahlgren, Guantanamo Bay, Fort Knox, Fort Bragg, Camp Lejeune, Robins, Fort Rucker, Maxwell, Rucker and West Point.

Field data collection:
 * Motor data (HP, RPM, voltage, housing type, manufacturer, part number, type of drive, frame)
 * Sheave Sizes if drive belt model number is illegible or the belt is missing
 * Variable Frequency Drive information (manufacturer, model, voltage)
 * DDC Controller if it exists(manufacturer, model)
 * Field devices installed (Gauges and thermometers)
 * Refrigerant type of condensers and chillers
 * Refrigeration compressor

Mobile data collection methodology to facilitate transfer, analysis, synchronization and reporting of collected data:


 * Import existing FUS and other data sources
 * Design & program database layout and input screens to facilitate data collection with drop down menus or manual entry
 * Develop data transfer process to and from the hand-held unit
 * Develop a synchronization process and QA/QC report
 * Develop a process to output individual equipment detail sheets by school

Business Drivers

 * Build an HVAC asset inventory tied to Facility Utilization Survey (FUS) data
 * Establish a preventive maintenance plan
 * Baseline existing equipment and condition
 * Identify immediate system needs and deficiencies and recommended actions
 * Establish system component replacement schedule
 * Establish labor level of effort estimate required for ongoing facility maintenance
 * Organize supply chain for spare parts & consumables
 * Share content with other DoDEA systems, e.g.; SchoolDude work order system, Corridor, Carpet Inventory
 * Identify equipment that no longer functions or is nearing end of useful life

System Goals

 * Streamline field collection of HVAC equipment assets in DoDEA school facilities
 * Collect equipment locations, properties, conditions and recommended actions
 * Asset collection software and equipment must run on mobile devices and operate in adverse conditions, for example: bright sunlight, dirty rooms, etc.
 * Easy-to-use, intelligent interface that encourages comprehensive data collection
 * Intelligent mapping to locate equipment
 * Association of all room assets via room number
 * Asset inventory reports to quantify equipment and identify deficiencies
 * Link conditions and recommended actions to work orders, accountability chain

The following represent extended system goals:
 * Provide data update capabilities to maintain ongoing inventory, action results, maintenance history and future inspections on each HVAC asset
 * Update asset inventory as equipment replacements/changes occur
 * Tie inventory database with financial allocation resources

System Reports:
 * QA/QC for field work
 * Life expectancy for logistics
 * 1-pagers for facility
 * Asset Summary for facility engineers, logistics & chiefs to define, coordinate and prioritize projects

Technology
Ruby-on-Rails is the development environment. SQL Server 2005 and SQL Server 2005 Express Edition provides data storage and merge replication services between the master database and detached data collection devices.


 * Installation steps to prepare computer for data collection are on client computer installation steps page.
 * Development details/artifacts are available on the software development page.

Prerequisites

 * Microsoft .NET Framework 2.0 Service Pack 1 (x86)

SQL Server 2008 Express

 * 1) Install SQL Server on client following steps outlined in article: Install SQL Server 2008 Express Edition
 * 2) Install SQL Server Management Studio Express
 * 3) Connect RoR to SQL Server
 * 4) Use Adminstrative Tools>Data Sources to create System DSN for SQL Server database connection
 * 5) Connect Access to SQL Server

Set Up Merge Replication

 * Merge Replication Overview
 * Exchanging Data with Mobile Users

Information Exchange

 * Corridor (FUS)
 * SchoolDude

High Level Use Cases
insert use case diagram

FACILITY ASSET MANAGEMENT GROUPINGS

 * 1) HVAC EQUIPMENT
 * 2) AIR SIDE EQUIPMENT
 * 3) Air Conditioner
 * 4) Air Handler
 * 5) Energy Recovery Unit
 * 6) Fan Coil Unit
 * 7) Furnace
 * 8) Heat Pump
 * 9) VAV Box
 * 10) Roof Top Unit
 * 11) MECHANICAL ROOM
 * 12) BOILER
 * 13) CHILLER
 * 14) PUMP
 * 15) OTHER
 * 16) AIR COMPRESSORS
 * 17) COMPRESSED AIR DRIER
 * 18) CONDENSOR
 * 19) COOLING TOWER
 * 20) FAN
 * 21) HEATERS
 * 22) RADIANT HEATER
 * 23) UNIT HEATER
 * 24) WATER HEATER
 * 25) FOOD & BEVERAGE
 * 26) ICE MACHINE
 * 27) WALK-IN (FOOD SERVICE)
 * 28) WATER COOLER (ELEC.)
 * 29) FLOORING SYSTEMS
 * 30) ELECTRICAL SYSTEMS
 * 31) PLUMBING SYSTEMS
 * 32) INTERIOR FURNISHINGS
 * 33) FLOORING SYSTEMS
 * 34) Carpet
 * 35) Tile
 * 36) Poured Surface
 * 37) Wood
 * 38) Other
 * 39) FURNITURE
 * 40) OUTDOOR EQUIPMENT
 * 41) PLAYGROUND EQUIPMENT
 * 42) LEED POSSIBILITIES
 * 43) SUSTAINABLE SITES
 * 44) ENERGY & ATMOSPHERE
 * 45) MATERIALS & RESOURCES
 * 46) INDOOR AIR QUALITY
 * 47) WATER EFFICIENCY
 * 48) INNOVATIVE DESIGN

QA/AC Process

 * 1) Fields to Add
 * 2) ROOF TOP UNITS
 * 3) CFM
 * 4) Filter Thickness
 * 5) Filter Quantity
 * 6) CONDENSERS
 * 7) Compressor Quantity
 * 8) Compressor Manuf
 * 9) Compressor Model
 * 10) Compressor Serial
 * 11) WATER COOLERS
 * 12) Refrigerant Type
 * 13) FOUR-PIPE ROOFTOP RTUS
 * 14) Filter Thickness
 * 15) Filter Quantity
 * 16) RADIANT HEATERS
 * 17) Unit Length
 * 18) Unit Width
 * 19) Unit Height
 * 20) Pipe Diameter
 * 21) UNIT HEATERS
 * 22) Unit Length
 * 23) Unit Width
 * 24) Unit Height
 * 25) Filter Thickness
 * 26) VAV BOXES
 * 27) Terminal Size
 * 28) Terminal Type
 * 29) CFM
 * 30) WATER HEATERS
 * 31) Boiler Condition
 * 32) Piping & Valve Condition
 * 33) Pipe Insulation Condition
 * 34) Instrument Condition
 * 35) FAN COIL UNITS
 * 36) Filter Quantity
 * 37) Filter Thickness
 * 38) HPUS
 * 39) Compressor Quantity
 * 40) Compressor Manuf
 * 41) Compressor Model
 * 42) Compressor Serial
 * 43) FIELDS TO DELETE?
 * 44) Drive Sheave Diameter
 * 45) Driven Sheave Diameter
 * 46) C-to-C Drive Sheave Diamter
 * 47) All Motor Information for VAV Boxes and Radiant Heaters
 * 48) Errors Encountered
 * 49) Truncated decimals (amperage)
 * 50) Reverting to default values (cooling coil condtion --> 'bent fins')
 * 51) Filter size defaults '10x?' if NA is not entered.
 * 52) Spelling error in website title
 * 53) Lessons Learned
 * 54) Click SPACE BAR to check/uncheck boxes
 * 55) Duplicate equipment within a room using BACK button
 * 56) ENTER to submit (unless in a drop down list)
 * 57) Use address bar to navigate through site
 * 58) Outstanding issues
 * 59) Moving around from current page to the list of rooms
 * 60) Conversion to excel
 * 61) direct access to summary sheets
 * 62) Bring user back to summary sheets
 * 63) Facilitate data entry
 * 64) Duplicating equipment from room to room
 * 65) Use a Progress Bar to facilitate navigation
 * 1) Duplicating equipment from room to room
 * 2) Use a Progress Bar to facilitate navigation