O&m scenario and time savings

Streamlined Operation & Maintenance Control & Direction

In this instance (streamlined maintenance management process), the goal is to show that it will take less administrative staff to complete the
tasks that are normally performed in conjunction with the facility manager through the use of automation while also improving the response
time of the facility manager or technician to critical tasks that they perform. Several typical facility conditions will be simulated, perhaps
some that have occurred in the past at an existing facility and the results compared in using an integrated approach vs. the existing process.
Mobile Device technology will be used to the extent feasible to provide efficiency to the workflow.

As an example: Compare and contrast the current workflow with one that involves utilizing BIM facility models to identify & take corrective
actions to minimize the impact of an emergency maintenance issue.

Emergency Maintenance Response & Resolution

The dispatcher receives an emergency service request from Room 130 that it is unusually warm.  The Facility Manager at has been notified
via email. He contacts his technician, and assigns this service request (SR) to him. The technician now has two options, 1. Follow current
baseline, 2. Follow the new model driven workflow. We assume the Facility Manager is currently not using an advanced CMMS.

We assume that the drawings (as‐built) for the Current Process are up‐to‐date, which is difficult to maintain for paper or CAD based drawings,
and much simpler with BIM.

No Baseline Time Resources Proposed Time Resources
Current Process Spent /Impact BIM Model driven process Spent /Impact
1 Creates a Service Request and 10 min Facility Manager tries Create a service request (SR) in 3 min The SR is in the
assign to a technician. to call the technician, CMMS and assign to a technician.   system linked to
not reaching him at location
first. The Technician information.
calls back and receives
the SR.
2 Since the technician is not on 1 hr We assume that the The Technician receives a 5 min The Technician
site, the technician must travel technician is available notification (via a push notification can review the SR
to the site in order to go to immediately to go to to his iPad’s EcoDomus Mobile app) while still
Room 130 and evaluate the the site. Usually they and logs into the CMMS system on finishing another
room temperature. are busy with other his computer to see the SR, and job. Preparation

© EcoDomus, Inc. 2013. www.ecodomus.com

work so they cannot opens the EcoDomus FM application can start
travel to the site right via an external link from the CMMS, immediately.
away. which brings him directly to the BIM
view of Room 130.
3 The technician visits Room 130 20 min At this point the The Technician reviews the space 5 min Technician also
and measures the Technician doesn’t temperature data for Room 130 looks at the
temperature and humidity have the drawings yet. (received in real time from the BAS) historical data for
with a meter.   They usually try to look against the space temperatures temperature, over
at the problem area design conditions (stored as room the past week,
before they start design properties) and confirms that then past month.
looking for the the temperature is increasing
manuals/drawings. beyond the design high limit.
4 Increasing Temperature Technician makes a Increasing Temperature confirmed Technician can
confirmed for Room # 130 subjective judgment for Room # 130   see that the
whether it’s high or not temperature is 3
– he does not have degrees is higher
enough documents to than design
make a decision. intent.
5 The technician goes to the 1 hr We assume that the The Technician navigates to a model 3 min The impacted
store room to look for the set room with the drawings view in the EcoDomus BIM viewer assets are colored
of drawings for the facility and is open, that the person for Room #130 and navigates to the in red in the 3D
finds the mechanical drawing in charge is available to VAV boxes for the space. The BIM.
showing the ductwork for help find the drawings, Technician identifies two supply
Room 130 and identifies the that the drawings are diffusers and learns that they are
two VAV supply diffusers properly stored, that type D1. Clicking on the links to the
serving the space. The they are accurate. Any VAV diffusers reveal further details
Technician notices that he has issues with the of the VAV boxes. The Technician
a voice mail and finds out that assumptions above can clicks on the impact link and realizes
it was from his manager calling add more time to the that impact to this space has a
to inform him of the urgent search. direct impact on NAS operations.
and critical nature of this SR
and its impact to NAS
operations.


6 The technician physically goes 30 min Usually the VAVs are The technician selects the VAV and 3 min The Technician
to the boxes and checks the above ceilings, so reviews the VAV boxes real time can also review
CFM air flow with an removing of ceiling tiles properties and compares to design other items on
anemometer to compare with may be required values. He looks at historical trends the same system,
the CFM shown on the design for that VAV. He notices the supply or the supply air
drawings. He is able to discern air temperatures are increasing and AHU.
that the CFM is lower than supply air volume is below the
what is designed; he then norm.
reads the temperature &
humidity of the air at the
variable air volume (VAV) box
and is able to discern it is
warmer than design
conditions.
7 Conclusion: Supply air Conclusion: Supply air temperatures
temperatures are increasing are increasing and supply air volume
and supply air volume is below is below
There could be two possibilities for the symptoms above
Possibility# 1: Only one of the VAV supply diffusers is showing a lower CFM while the other is showing the designed CFM

8 The technician goes back to 20 min The drawings and The technician clicks on the system 2 min All documents are
the Mechanical Drawings, specifications may not link in EcoDomus FM’s Systems tab linked to the BIM
identifies the type D1, be stored at the same and the VAV diffuser link and object,
searches for the specifications place. Specifications confirms that the VAV is turned on. immediately
on the diffuser and reviews may be in a binder in The Technician further reviews the available for the
them. another room. specifications in the system, download.
including information on the
manufacturer, model number, recalls
and operating parameters.
9 The technician scratches his 15 min Previous service may The technician clicks on past service 2 min Work orders are
head to recall any prior service not be recorded link. Examines the service history on linked to the BIM
performed on the VAV anywhere. Quite often the VAV Diffuser. Notes that it had a object,
diffuser. Failing to recall work orders are not heating slave serviced a few weeks immediately


anything he makes a few calls recorded against a ago. Reviews the component showing past
to other technicians. Other specific piece of diagram and clicks on the service history.
technicians happen to be busy equipment. manufacturer’s instructions page and
attending to other situations. notices a recall.
So he takes a smoke break to
brainstorm the alternatives.
10 The technician runs out of his 20 min Impact to Operation The Recall notice applies to a warm‐ 3 min
smokes and decides to head  up sensor in the diffuser. The recall
back inside to figure out the notice says that due to a glitch in the
diffuser. He picks the diffuser programming the warm sensor
apart trying to figure out the sometimes malfunctions and causes
cause of the problem. The the CFM to drop.
operations in the room/space The manufacturer offers to replace
are being impacted.   them and also shows how by turning
off power to the system, waiting for
30 seconds, repowering it and
repeating the procedure a second
time can reset the sensor and fix it in
the short term.
11 Half way through the 30 min We assume here that The technician remotely resets the 3 min The request may
investigation, the Technician is manufacturer’s data is sensor and notes that the CFM and be done
not sure which component of available in the binder, temperature readings as normal.   electronically
the diffuser is at fault and tries and it is current (i.e. The technician places a request for through the
calling the manufacturer’s phone number is the the recalled sensor to be replaced integrated
customer support and after 25 same as 15 years ago and marks the SR as to be followed procurement
minutes on the line with them when the item was up. system.
and being transferred to
multiple experts, he finds out
installed).

about the recall on the warm
up sensor.

The recall notice says that due
to a glitch in the programming


the warm sensor sometimes
malfunctions and causes the
CFM to drop.
12 The Service support walks the 15 min
technician through the process
of resetting the sensor. Once
the sensor is reset, the
technician CFM and
temperature readings as
normal.
13 The technician now drives 1 hr
back to the office to follow up
on the next assignment. The
technician arrives back in the
office and places a request for
the recalled sensor to be
replaced and marks the SR as
to be followed up.

Total time spent on the SR: 5 hrs & Total time spent on the SR: 30 min
40 min
Savings through BIM driven workflow: 5 hours
Impact on Operations Potential impact on Minimized impact
operations is high as it since all activities
takes much longer, are done virtually,
introduces human errors quickly.
and on site presence is
undesirable.
Possibility# 2: Both the VAV supply diffusers are showing a lower CFM compared to the designed CFM

8A The technician goes back to 20 min The technician clicks on the system 3 min
the Mechanical Drawings, link and the VAV diffuser link and
identifies the diffuser type D1, confirms that the VAVs are turned


searches for the specifications on. The Technician further reviews
on the diffuser and reviews the specifications in the system,
them. including information on the
manufacturer, model number, recalls
and operating parameters.
9A The technician scratches his 15 min The technician clicks on past service 2 min
head to recall any prior service link. Examines the service history on
performed on the VAV the VAV Diffusers (EcoDomus FM
diffusers. Failing to recall brings in the work orders assigned to
anything he makes a few calls this equipment from a CMMS). Notes
to other technicians. Other that it had no SRs attached to it.
technicians happen to be busy
attending to other situations.
So he takes a smoke break to
brainstorm the alternatives.
10A Since both the VAVs are Since both the VAVs are consistently
consistently reading higher reading higher than design values,
than design values, the the Technician determines that the
Technician determines that problem to be at the AHU or
the problem to be at the AHU elsewhere in the duct line.
or elsewhere in the duct line.
11A The technician reviews the 15 min The technician reviews the model 2 min
design drawings and traces the and the System tab in EcoDomus
duct work back to the AHU. It shows the VAVs are connected to
takes some time for the AHU # 2. The technician further
technician to realize that since notices that this is relayed through a
room # 130 is considered separate ducting as the space served
critical space it is on a is considered critical.
different layout and
connected to AHU # 2.
12A The technician goes to the 20 min The technician clicks on the system 3 min
mechanical room where the link connecting the VAVs and
AHU# 2 is located and takes navigates to the information of the


further readings of CFM, AHU # 2. The technician reviews the
temperature & humidity for air flow rate (CFM), temperature &
the AHU and compares these humidity data coming from the AHU
values to the design and compares them to the design
parameters on the drawing. parameters being shown on the
screen.
13A Based on the available Based on the available information 2 min
information the technician the technician determines that the
determines that the fault fault probably lies in the AHU and
probably lies in the AHU and proceeds to check prior service
decides to inspect the AHU # 2 records for the AHU # 2.
The technician finds a previous
service request related to AHU # 2’s
service that handled a loose fan belt
and replaced it.
14A The technician inspects the 20 min The technician goes to the BAS web 5 min
AHU to diagnose the problem   interface (Schneider, Honeywell, etc)
to correct that AHU’s settings and is
unable to increase the supply fan’s
volume up to design parameters.
15A Conclusion: After spending Conclusion: The technician concludes
some time, the technician the fault lies with the AHU and
concludes the fan belt is possibly caused by something related
slipping and causing the to the fan belt.
problem.
16A The technician searches for a 10 min We assume the The technician suspects that a fan 1 hr Travel Time
replacement belt on site and is inventory is properly belt might not be available at the site 
unsuccessful in locating one. maintained on site. and decides to check one out from
As it was recently serviced and another office and heads out to that
replaced the supplies are yet office.
to be replaced.
17A The technician reviews the 15 min We assume that the The technician inspects the AHU# 2 20 min
drawings to determine spaces Technician is well and confirms that the fan belt is


where air can be diverted and versed in BAS slipping and replaces it. Ensures the
makes modifications to the schematics. CFM and temperatures both at the
building automation system AHU and the VAV diffuser are up to
(BAS) accordingly to design specifications.
temporarily cool Room 130
until the AHU can be shut
down and the belt tightened
or replaced.
18A The technician files a request 15 min The technician closes the SR, puts in 1 hr Travel Time
for a fan belt and tags it a request to replace the used fan 
urgent and calls another office belt for this office and returns to the
to see there is a replacement main office.
part and if one of the
technicians can bring it over.

19A As no technicians were 1 hr Travel Time
available, the technician 
returns to the office to close
out the SR the next day.
20A The technician returns the 30 min Travel Time
next day with the belt and 
installs it in the AHU#2. The
technician ensures the CFM
and temperatures both at the
AHU and the VAV diffuser are
up to design specifications.
21A The technician closes the SR, 1 hr Travel Time
puts in a request to replace 
the used fan belt returns to

the main office.

Total time spent on the SR: 7 hr Total time spent on the SR: 2 hr
40 min 56 min
Savings through BIM driven ~ 5 hrs


workflow:
Impact on Operations Potential impact on Minimized impact
operations is high as it since all activities
takes much longer, are done virtually,
introduces human errors quickly.
and on site presence is
undesirable.

Metrics to Quantify:
a) Avoided potential operations reduction or shut‐down
b) Reduced time to determine and implement corrective actions
c) Reduction in necessary emergency maintenance
d) Reduction in resource utilization

Models, drawings and any other data that is tied to the models need to be coordinated.

Goal:

To show that automation, monitoring and mobile devices will improve information availability of a facility’s operations, maintenance and
reporting through expediting identification and resolution of facility issues.


O&m scenario and time savings

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