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
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
Probability of Failure (POF)
Consequence of Failure
(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
Optional 4 User Defined
Optional 5 User Defined
Optional 6 User Defined
Optional 7 User Defined
Optional 8 User Defined
Optional 9 User Defined
Optional 10 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
Probability of Failure (POF)
Consequence of Failure
(COF) Redundancy
Business Risk
Exposure (BRE)
Consequence or impact of failure / Can be determined based
on related asset characteristics:
Consequence of Failure
Number Factor Ranking Percentage Weight Score
Optional 1 User Defined
Optional 2 User Defined
Optional 3 User Defined
Optional 4 User Defined
Optional 5 User Defined
Optional 6 User Defined
Optional 7 User Defined
Optional 8 User Defined
Optional 9 User Defined
Optional 10 User Defined
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):
Probability of Failure (POF)
Consequence of Failure
(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
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
Consequence of Failure
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
Probability of Failure (POF)
Consequence of Failure
(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
56
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
58
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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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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EVENTS CENTER
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POOL
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SPORTS-WEST
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HALL
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PARKING LOT
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TOLL BOOTH
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LOT 62
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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