1. I-Web Documentation Part VI – Work Items FACILITY CONDITION SURVEY TEAM Steve Oravetz PE, R1 (Team Leader) Bruce Crockett, R1 Randy Warbington PE, R8 Jim Morrison, R3 Steve Hodges, R3 Mark McDonough PE, SRS National Facility Engineering Meeting, Portland OR, April 28 – May 1, 2008

2. 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

3. Buildings Work Item Screen Access

12. Note: Remember Real Property Surveys Can Be Entered

13. Work Item Screen – Basic Tab

14. Work Item Screen – Complex Tab

15. 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

16. RS Means Cost Data

17. 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

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

19. Work Item Reports BLDWK03JRL REPORT – Provides List of All Work Items For A Building

20. Work Item Reports

21. NEW TASK LEGACY TASK

22. Printing Condition Assessment Forms NEW TASK  Run BLDSRV01JRL Report

23. Printing Condition Assessment Forms NEW TASK  Run BLDSRV01JRL Report - Can Query Security ID, Admin Org, Building ID, or Building Type

24. Printing Condition Assessment Forms NEW TASK  Run BLDSRV01JRL Report

25. 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

26. Annual, DM, Capital Improvement Name: 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.

27. REASON Name: 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.

28. WORK ITEM PRIORITY Name: 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).

29. 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”

30. 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

31. 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

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

33. 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

34.  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