ICAMP Standard Naming Conventions and Approach to Create FCA Inspection Items and Opportunities

The following article shows the standard naming conventions and verbiage approach that should be used to create a FCA Inspection records. FCA Inspectors should refer to these standards when creating Business System Inspection Items (BSIIs) and Opportunities associated to the BSIIs.

For How-To instructions on how to create new BSII and Opportunity records in Tririga, click the following links:

How to Update Inventory Items (BSII) in an FCA Work Task

How to Create an Opportunity in an FCA Work Task

Building System Inspection Item (BSII)

► BSII NAME:



Standard:  What Asset (spec), Unique ID (Nameplate-#), Type (actual material), Capacity (actual capacity), Location (if rolled up)

This field should indicate what is actually being inventoried in the field and may include one or more of the following additional details to help specify, differentiate and identify the asset

  • Using this format will help ensure a consistency across all inventoried items for reviewing and reporting
  • Provides enough information for a future consumer of the data to better understand what the asset in inventory actually is
  • If a nameplate is available it can help an inspector find the asset in the future
  • When an opportunity is created, it will help create a clearer picture of what actually is in need for repair or replacement
  • When the campus’ asset teams are trying use the FCA BSII data to create assets it will better assist them with comparing and analyzing FCA data vs campus CMMS data
  • What Asset (spec)
    • When the item is selected from the catalog, the name provided can be modified and should reflect what is in the field or match the conventional name (can use the spec name when in doubt)
      • For example, if the catalog name is “Central station A.H.U., 1300 CFM, 1HP”
        • Change the name to Air Handler, 1300 CFM, 1HP…
  • Unique ID (Nameplate-#)
    • If there is a nameplate on the asset, the nameplate can be added to the name
      • For Example, the nameplate says “AHU-#13”
        • Change the name to Air Handler, AHU-#13, 1300 CFM
  • Type (actual material)
    • If the catalog name indicates multiple material types, change the name to reflect the actual material being inventoried
      • For example, if the catalog name is Window Aluminum, Wood or Vinyl, and the actual window type is Wood
        • Change the name to Window, Wood
  • Capacity (actual capacity)
    • If the catalog name includes a capacity that does not match what is actually being inventoried, modify the capacity accordingly
      • For example, the catalog name says Boiler 2000 MBH, but the actual unit is a 2500 MBH,
        • Change the name to Boiler 2500 MBH
  • Location (if BSII being inventoried is rolled up)
    • If the BSII is being created to reflect an asset being rolled up by floor or building or other type of differentiator indicate it in the name
      • For example, if a BSII is being created for all carpet on the 1st floor, then indicate this in the name
        • Change the name to Carpet, Floor 1
      • For example, if all windows are being rolled up for the west face of a building
        • Change the name to Windows, West Face

► BSII DESCRIPTION:

 

This field should only include additional information or details about the asset.  Do not use this field to describe its condition, what needs to be done to repair or replace the asset, or why an opportunity is being created (end of life, not functioning as designed)  those details should be included in the opportunity description.

  • Typically, the description field can contain asset attributes, make/model, capacity available/capacity used, quantities that make up the BSII
  • This field will help future inspectors identify a given asset based on the attributes or make/model
  • This field will help the campuses asset managers create more detailed asset records for their CMMS or more easily match/identify and associate FCA Inventory to campus Asset Inventory
  • Examples:
    • BSII Name:  Panel BP2, North Basement Room 230
      • BSII Description:
        • Panelboard, 120/208 VAC, 3-Phase, 4-Wire, Frame: Small Bolt-On Type, Bus: 150 Amp, Main Breaker: 150 Amp,  Spaces: 42, Used: 42,  Westinghouse Company
    • BSII Name:  Fan Coil, FCU-9
      • BSII Description:
        • Pace SCA 114A/97A - 4 pipe heating/cooling Fan Coil - 1470 cfm, 1 HP, 1660 rpm, 208V, 1PH. Also has Sound Trap incorporated into supply side ductwork.
    • BSII Name:  Carpet, 1st Floor
      • BSII Description:
        • 2x2 carpet squares
    • BSII Name:  Window, Aluminum, 1st floor
      • BSII Description:
        • 24@ 6’0”x 6’0”, 12@ 16’0”x 6’0”, 27@ 16’0”x 10’0”

► INSPECTOR NOTES:

 

This field should only be used by inspectors to capture notes about the inspection and can include information on their progress, or things they may still need to obtain or do to complete the inspection:

  • For example: at BSI, need pictures, get quote for opportunity, need to QA inspection
  • Editable field on report

► LOCATIONS (Pick Floors, Pick Space):

  • Inspectors should always be attempting to indicate the location of an asset during the FCA inspection
  • Selecting a floor/space will help inspectors more easily locate/find the asset during the next inspection cycle.
  • Selecting a floor/space will also help when reporting out and trying to identify any assets that are associated to a given floor or space
  • When possible, a Floor and Space (room) should be selected
    • For example:  AHU 1 on the first floor in room 101
      • Location: Floor 1
      • Location:  Room 101
  • If an asset spans multiple rooms, like carpet, then only need to select the floor in the location record and use the reference location to identify the rooms
    • For example:  Carpet, Floor 1
      • Location:  Floor 1
      • Reference Location:  Rooms 100, 105 and 109
  • In the case where an actual Space (room number) is not available to be selected (because it was not available to load into Tririga), then select the floor and add the room number or identifier to the Reference Location Field
    • For example, a mechanical room (M105) on the first floor cannot be found in the location list
      • Location:  Floor 1
      • Reference Location:  M105

► REFERENCE LOCATION:

In addition to building, floor, and space, Reference Location further distinguishes a BSI’s position for future identification by inspectors and or other users of the information trying to better identify where an asset is located within or around a building

  • Indicate where an asset is in a room or in a building or part of the building
    • Northwest corner of mechanical room M455
    • Entry Walkway
    • Roof #1  Penthouse
    • Entire building
    • Entire first floor
    • East Entrance
    • Above ceiling
  • Indicate which face of a building an asset is located
    • North, South, West or East Face
    • Southwest Storefront, 3rd Floor
  • Indicate which rooms a BSII is including
    • Rooms:  112, 119, 123, 145 and 192
  • Indicate/specify floor or room information when not available for selection in Tririga
    • Basement corridor
    • 2nd Floor Hallway
    • Mechanical Room, # M455
    • Custodial Closet, #Cust02
    • Mens Restroom, 1st floor, by Building Entrance
    • Basement mechanical room
    • Mezzanine between floor 1 and 2
    • Lobby

► SYSTEM GROUP COMMENT:

This field is a free-form text field that should be used to indicate assets that can be considered as part of the same system and/or are related to each other from an area or space served, or connected to, or can be used to identify multiple structures associated with a single CAAN.

  • This is not a required field, and does not always need to be populated
  • There is no need to put in generic system names  for example, Heating/Cooling
  • This can help users of the data to better determine which assets are related to or associated to each other
  • This can help users of the data to better determine which opportunities may be considered as set or group when considering project execution
    • Example of the grouping comment to reflect BSIIs that are part of the same system
      • BSII  Smoke Detector
      • BSII  Heat Detector
      • BSII  Fire Control Panel
        • System Grouping Comment:  1st Floor Fire Control Panel
    • Example of the grouping comment to reflect BSIIs that are part of common area served:
      • BSII  Air Handling Unit
      • BSII  Exhaust Fan
      • BSII  Fire Sprinkler
      • BSII  Panel Board
        • System Grouping Comment:  Rare Book Collection Library
    • Example of the grouping comment to reflect BSIIs that are connected to other assets/elements
      • BSII - Distribution Panel LD01E, South 1st Floor Room 1140
        • System Grouping Comment:  Fed from HD01W through Transformer TX-01E, 175 Amp Breaker, South 1st Floor Room 1213

► CAMPUS NAMEPLATE:

This field should be used to capture the name that has been given to the asset and appears on the tag\placard attached to the asset

  • Not all assets will have a nameplate, and when they do not, this field will not need to be populated
  • This field will be one of the primary fields the campuses can use to match FCA inventory items to the campus CMMS asset
  • This field will help inspectors locate\identify the asset during an FCA inspection
  • Some examples include:
    • BSII:  Air Handler Unit 1N, 11,400 CFM
      • Nameplate:  AHU1N Rm 155
    • BSII:  Fan Coil Unit #5
      • Nameplate:  FC5 Rm 143
    • BSII:  Fire Alarm Control Panel and Associated System
      • Nameplate:  Fire Alarm Control Panel (A00115)
    • BSII:  Cooling Tower
      • Nameplate:  CT-2

► QUANTITY AND UNIT OF MEASURE (UoM)

This field should be used to capture the total quantity of the inventoried item in the Unit of Measure indicated

  • Always check to make sure the quantity reflects the UoM of the inventoried item

► IMPACT TO MISSION:

When assigning a Mission Impact rating, consider what the impact to the mission will be if the asset fails.

  • Ratings:
    • MI1: No Impact to Mission
    • MI2: Minor Impact to Mission
    • MI3: Moderate Impact or Delay to Mission
    • MI4: Significant Impact or Delay to Mission
    • MI5: Mission Shutdown

 

► RISK TO MISSION:

When assigning a Mission Risk rating, consider what institutional mission type is at risk if the asset fails.

  • Ratings:
    • MR1: Patient Care
      • Pertaining to delivery of patient care
    • MR2:  AAALAC
      • Association for Assessment and Accreditation of Laboratory Animal Care
    • MR3: Research
      • Instructional orOrganized Research
    • MR4:  Historical Significance
      • Rare books, archives, buildings of historic significance
    • MR5: Education
      • Classrooms, teaching labs, support, study space, libraries
    • MR6: Residential
      • Housing and Dining
    • MR7: Public Image & Reputation
      • Appearance or failure affect perception of UC
    • MR8: General/Other Services
      • Offices, Administration and Support
    • MR9: Accreditation
      • QA process, by which UC is evaluated, by an external body to determine if applicable standards are mete.g. Commissionon Dental Accreditation (CODA)

► RIGOR OF USE:

When assigning a Rigor of Use rating, consider what the asset’s operational usage profile is.

  • Rating:
    • R1: In Service
      • Asset is in continuous operation. The asset may be temporarily taken out of service for scheduled or unplanned maintenance activities.
    • R2: Standby/Spare
      • Asset is installed and ready to be used as needed.
    • R3: Not In Service
      • Asset is fully or partially installed but it is no longer in operation and there are no plans to place it in operation.
      • Can also be used for assets that are abandoned in place

 

► REGULATORY LIABILITY:

When assigning a Regulatory rating, consider if a regulatory liability could result from the asset being out of compliance or from asset failure

  • Ratings:
    • RL1: No Impact
      • No regulatory impact
    • RL2: Reportable
      • If out of compliance, may result in fine
    • RL3: Grace Period / Deferral
      • Out of compliance, grace period prior to citation
    • RL4: Fine
      • Out of compliance, fine applied

 

► CONDITION CODE (BSII Condition):

When assigning the BSII Condition rating, consider what the overall condition is of the inventoried item

  • The BSII condition should always have a rating that is equal to or better than the Opportunity condition rating
  • Ratings:
    • C1: Excellent
      • Performs to original specifications
      • Easily restorable to “like new” condition
      • Only minimal routine maintenance required
    • C2: Good
      • Performs to original specifications
      • Minor routine maintenance or repairs required
    • C3: Adequate
      • Performance meets requirements
      • Low\medium corrective repair and\or preventative maintenance required
    • C4: Fair
      • Performance fails to meet code or functional requirement in some cases
      • Failure(s) are inconvenient
      • Extensive corrective maintenance and repair required
    • C5: Poor
      • Consistent substandard performance
      • Failures are disruptive and costly
      • Fails most code and functional requirements
      • Requires constant attention, renovation, or replacement; Major corrective repair or overhaul required
    • C6: Fail
      • Non-operational or significantly substandard performance; Replacement required

 

Opportunity

► OPPORTUNITY NAME

  • Standard:  VERB, STANDARD BSII NAME
    • This field should be modified to identify the activity required to address the deficiency, by inserting a VERB  or activity (Repair, Replace) before the standard BSII name
    • Remember, the BSII Name created will be auto-populated into the Opportunity Name…so it always is important to apply the standard BSII Name Standard from the start.
      • Using this format will help ensure a consistency across all Opportunities for reviewing and reporting
      • Provides enough information for a future consumer of the data to better understand what the opportunity is  what activity will be required to address the deficiency for the actual inventoried item
    • Examples of Verbs (activities):
      • Repair
      • Replace
      • Install
      • Remove
    • Examples of Opportunity Names:
      • Replace Air Handler, AHU-#13, 1300 CFM
      • Repair Boiler, BLR-01, 2500 MBH
      • Replace Carpet, Floor 1
      • Replace Thermoplastic roofing (north penthouse)
      • Repair Steel frame window 4'-0" x 8'-0", operating

► OPPORTUNITY DESCRIPTION:

This field should be used by inspectors to elaborate on the why the opportunity was created  what criteria were met, what has been observed that has caused you to create the opportunity, what are the consequences and likelihood of failure.  Below are some considerations that can help shape the justification write-up.

  • End of life, parts no longer available, not functioning as designed, no longer reliable
  • Indicate if any hazards (mold, lead, asbestos) are present and or driving the need to do this work
  • Describe any damage to the asset that is observed
  • Consider the consequences of asset failure
    • How will it impact the mission it serves?
    • What will be at risk? Will a specific research type or program be impacted?  Will a rare book collection be at risk?
  • Consider the likelihood of asset failure?
    • If the asset is not functioning as designed or is no longer reliable  indicate why or what has driven that determination
    • Consider the asset condition and\or deterioration and why that is driving the need to do this work
  • This field can also include some information elaborating on what work needs to be done and what additional components or systems may be impacted by this work that are not included in the BSII Name
  • If not replacing like for like, describe what the replacement type should be and why

► DEFICIENCY TYPE:

  • Since the objective of the FCA program is to identify Deferred Maintenance, the system defaults the Opportunity Type to DM.
  • However, some work may involve code issues, upgrades, or dealing with larger improvement projects.  In this case the inspectors can assign one of the other opportunity types.
  • Always check to make sure the appropriate Opportunity Type has been selected.
  • Opportunity Types:
    • Deferred Maintenance
      • Includes major repairs or replacements to remediate deficiencies  that were not addressed when they should have been or were postponed.  Or will become DM before next FCA cycle begins
    • Code Update:
      • Includes activities required to bring a space or asset up to current code
    • Upgrade:
      • Includes expanding the capacity of an asset or otherwise upgrading it to serve needs different from, or significantly greater than its current use
    • Capital Improvement:
      • Larger improvement projects

► CONDITION CODE:

  • When assigning the Opportunity Condition rating, consider what the condition is of the deficient quantity of the inventoried item.
  • The Opportunity condition should always have a rating that is equal to or less than the BSII condition rating.
  • Typically, to warrant the creation of an opportunity, the condition of the inventoried item should be adequate or lower.
  • Ratings:
    • C1: Excellent
      • Performs to original specifications
      • Easily restorable to “like new” condition
      • Only minimal routine maintenance required
    • C2: Good
      • Performs to original specifications
      • Minor routine maintenance or repairs required
    • C3: Adequate
      • Performance meets requirements
      • Low\medium corrective repair and\or preventative maintenance required
    • C4: Fair
      • Performance fails to meet code or functional requirement in some cases
      • Failure(s) are inconvenient
      • Extensive corrective maintenance and repair required
    • C5: Poor
      • Consistent substandard performance
      • Failures are disruptive and costly
      • Fails most code and functional requirements
      • Requires constant attention, renovation, or replacement; Major corrective repair or overhaul required
    • C6: Fail
      • Non-operational or significantly substandard performance; Replacement required

► DETERIORATION CODE:

  • When assigning the Deterioration rating, consider how deteriorated the asset is with respect to its physical condition, age, efficiency and performance.
  • Ratings:
    • C1: Severe Deterioration
      • Major physical deterioration is observed (corrosion, cracking, peeling, excessive wear, damage, noise, vibration etc.) causing the inspection unit's ability to perform reliably as intended to be severely diminished. Replacement and/or major repair is necessary
    • C2: Moderate Deterioration
      • Moderate physical deterioration is observed (corrosion, cracking, peeling, excessive wear, damage, noise, vibration etc.) causing the inspection unit's ability to perform reliably as intended to be diminished. Replacement, Major and/or minor repair or corrective maintenance is necessary
    • C3: Low Deterioration
      • Minor deterioration can be observed (corrosion, cracking, peeling, excessive wear, damage, noise, vibration etc.) but the inspection unit may or may not perform reliably as intended. Minor repair or corrective maintenance may be necessary

► URGENCY CODE:

  • When assigning the Urgency rating, consider what the appropriate timeframe should be for when the repair or replacement should be addressed.
  • Ratings:
    • Priority 1: Currently critical  take action within 1 year
    • Priority 2: Potentially critical  take action within 2 years
    • Priority 3: Necessary, not yet critical  take action with 3-5 years
    • Priority 4: Recommended  take action with 6-10 years
      • Can be used for when making recommendations for upgrades and\or capital improvements
    • Priority 5: Codes or Standards Compliance
      • The work is not a priority and\or if the existing installation is grandfathered