US Air Force Sustainment Management Systems PDF

2022 U. S. A I R F O R C E Sustainment Management Systems 1  Air Force Civil Engineer Sustainment...

2022 U. S. A I R F O R C E Sustainment Management Systems 1  Air Force Civil Engineer Sustainment Management System Playbook SMS – Overview Introduction Base-Level Application Real Benefits Good Data Rolls Up OSD Requirements Implementation Support More than a Mandate Policy Adherence Playbook Purpose Operations Flight Labor Reporting for SMS Activities Frequency of SMS Assessments Introduction We are now sustaining an AF-wide facility condition assessment (FCA) process that follows standard processes throughout the AF for all built infrastructure. The ability to anticipate built infrastructure failures, thereby minimizing emergency response to failures as part of daily operations, has arrived and is changing how we budget, plan, and prioritize built infrastructure requirements. Bases that have embraced this paradigm shift will reap the benefits much earlier than bases that have not. The Air Force Civil Engineer Center Operations Directorate (AFCEC/CO) is actively managing the Air Force-wide sustainment of the Sustainment Management System (SMS), a suite of web-based software applications developed by the Army Corps of Engineers to help leadership, civil engineers, technicians, and Activity Management Plan (AMP) Managers and Sub-AMP Managers influence when, where, and how to best maintain the AF’s built infrastructure. Figure 1 below details the different SMS systems and their corresponding applications. In the near future, the current suite of software applications will be replaced by the Enterprise SMS (ESMS), a modernized software application suite that combines all current SMS software applications into a single integrated suite with modules established for all the categories of infrastructure and facilities. According to the current development schedule the ESMS is schedule for full operational capability during FY 25. 2  Air Force Civil Engineer Sustainment Management System Playbook Sustainment Management System Applications Figure 1 Sustainment Management Systems 3  Air Force Civil Engineer Sustainment Management System Playbook Base-Level Application At the installation level, SMS provides scenario, trend, and cost analysis capabilities. SMS automates the means of exploring different action plans under various budget scenarios. SMS’s Work Item Cost Analysis tool determines the return and return-on-investment (ROI) for each work activity type (i.e., do nothing, stop gap repair, repair, replace) to identify the most cost-effective options, showing the benefits of repair versus replacement as well as the consequences of deferring work for a given item. This makes multi-year work plans easier to formulate and funding requests easier to justify. Further, base personnel can analyze the total dollar amount attributed to an asset (e.g., an HVAC unit) over its lifespan against its relative condition, perform root cause failure analysis, determine whether a project exists to remedy the current problem, and initiate service requests to best address newly validated requirements. SMS’s condition index trend analysis can search through base inventory to forecast the best time to initiate maintenance or repairs several years in advance, thereby helping bases prepare out-year budgets and lower the total asset lifecycle cost of ownership. Bases can anticipate the optimum time frame (i.e., the “sweet spot”) to repair specific components and minimize the penalty cost increases incurred from deferring maintenance, and can later determine whether work performed did actually reduce the number of issues recorded against a given asset resulting in lifecycle cost savings. Work items not completed in one year will be generated the following year at a higher cost due to inflation and additional deterioration. Constrained scenario analysis provides insight into what portion of the inventory will suffer at any given funding level. As a result, bases can achieve optimal facility performance out of the repair dollars invested. Real Benefits Even in its early stages, users of an SMS realized the benefits of this powerful tool. To be able to realize the benefits of SMS and implement proactive asset management principles, bases must establish and maintain an updated inventory of their facilities along with current assessments. With the help of AFCEC’s Asset Management Team (AMT), installation Operations Engineering personnel worked SMS BUILDER implementation. Prior to SMS implementation, facility assets only gained attention if something broke, while other unidentified issues existed and were left to fester and eventually fail. This drives to the basic principle of SMS: current condition assessments enable proactive corrective maintenance and minimize reactive service requests. Looking into the future, powerful data visualization tools are currently being developed with early versions already fielded for initial use. These data visualization tools automate graphic presentation of the current and predicted conditions of facilities, systems, and potentially even components within systems, enabling civil engineer leaders from work team, to shop level, to flight, squadron, group and major command levels to quickly understand the current and future condition of critical infrastructure assets. These facility conditions can be aligned visually with current labor efforts to repair assets, and these analyses provide valuable insight on how to invest available resources for the maximum positive impact. With this type of powerful insight, civil engineers will proactively resolve problems before they occur, resulting in highly reliable, right-sized, agile infrastructure that fully supports whatever missions demand. Good Data Rolls Up SMS provides enterprise-wide asset visibility of condition and geographic data, enabling higher levels of CE leadership to project long-term built infrastructure requirements. The Installation Health Assessment (IHA) long term analysis developed by HQ IMSC was based on facility BUILDER data and visually illustrated to AF leadership the future impacts over a 50-year time horizon of the various possible levels of built infrastructure funding and clearly demonstrated the tremendous value of accurate, complete, and current SMS data. SMS data can also supplement or validate requirements models for the development of installation Activity Management Plans (AMPs) that feed the Program Objective Memorandum (POM) process and support the development of projects for inclusion in the AF Comprehensive Asset Management Plan (AFCAMP). The Air Force can truly operationalize asset management principles in its real property built infrastructure portfolio based on refreshed data, which is essential in a highly resource-constrained environment. This can be done for large centrally funded infrastructure investment programs as well as for in-house work task completion targeted at “sweet spot” component replacements. OSD Requirements In addition to the urgency in managing CE’s built infrastructure portfolio, the DoD mandated that all facilities and 4  Air Force Civil Engineer Sustainment Management System Playbook components in the Real Property Asset Database (RPAD) be inspected and rated using SMS or alternate data system which generates Facility Condition Index (FCI) by September 2017 to coincide with concurrent Financial Improvement and Audit Readiness (FIAR) requirements. Historically, the Air Force used different methodologies (ex: E-Comet) for assessing the condition of its assets, but with the 2013 DoD mandate, this approach has changed and become consistent across each of the military Services and DoD Agencies. This resulted in the ability to consistently plan, program, and budget work for facilities throughout the DoD. Further, it enabled the connection between asset management best practices and resulting benefits, such as reduced workloads and better-targeted project funding based on more refined future year requirements. There is an ongoing need to provide guidance (i.e., a standard assessment process) to the field to both achieve and sustain the mission of standardizing, collecting, analyzing, validating, and maintaining accurate horizontal and vertical infrastructure data to support resource allocation and operational decisions. Implementation Support To deploy and optimize the use of SMS, comply with the DoD mandate, and ultimately operationalize asset management principles across the AF CE Enterprise, AFCEC/CO has developed this SMS Playbook to provide standardized, base-level guidance for sustaining facility inventories and conducting facility condition assessments. This Playbook incorporates input (e.g., successes, best practices, lessons learned) from Operations Engineering Elements at several bases. Sections on SMS-specific guidance (e.g., BUILDER Supplemental Guidance, etc.) describe roles and responsibilities, desired outcomes, data sources, references, prioritization criteria, and practical examples for leveraging the SMS outputs to inform requirements identification, development, and accomplishment. More than a Mandate As a primary element of CE Transformation and CE’s Asset Management philosophy, SMS represents a shift to a proactive versus reactive asset management strategy. Instead of keeping assets operational throughout their lifecycle by relying primarily on corrective repairs (after a system or component has failed due to significant loss of function), this strategy focuses on predicting and completing condition-based repairs. Anticipating and completing repairs can be accomplished prior to system failure with the support of SMS, resulting in higher performing assets at lower lifecycle costs. Base-level users are operating a powerful, user-friendly tool to support improved daily operations, and AFCEC, IMSC, and Headquarters AF/A4C will achieve enterprise-wide asset visibility to inform wide-scale resource allocation and strategic planning efforts. SMS establishes a knowledge base that makes built infrastructure data more complete, consistent, reliable, and accessible to AF CE personnel at all levels. All CE personnel must strive to fully operationalize asset management. Policy Adherence Table 1 below highlights the primary policy drivers of the SMS process. For a more detailed explanation, see the DoD Memorandum, Standardizing Facility Condition Assessments, in the References section of this Playbook. POLICY APPLICABILITY Requires all DoD Components to adopt a common process for conducting FCAs Requires a Facility Condition Index (FCI) to be recorded for all real property Executive Order (EO) 13327, assets. Per Real Property Inventory Reporting guidelines, Condition Index Federal Real Property Asset (CI) is a required data element for all real property assets and is defined as, Management (2004) “a general measure of the constructed asset’s condition at a specific point in time. CI (also referred to as Facility Condition Index [FCI]), is calculated as the ratio of Repair (and Maintenance) Needs to Plant Replacement Value (PRV).” National Defense Identified September 30, 2017 as date when DoD financial statements Authorization Act (NDAA) shall be audit ready (FCIs for every asset in the RPAD are a necessary 2010 metric for audit readiness). NOTE: This effort continues—some statements missed deadline. 5  Air Force Civil Engineer Sustainment Management System Playbook POLICY APPLICABILITY DoD Memorandum, Requires all DoD Components to adopt a common process that Standardizing Facility incorporates the SMS modules developed by the USACE ERDC’s CERL Condition Assessments Requires all DoD Components to properly record an FCI for each Real (2013) Property asset on their installations in their respective real property databases Requires Operations Flights to collect, input, maintain, and update data utilizing AF-mandated Information Technology systems. AFI 32-1001, Chapter 4 Requires data be maintained for Sustainment Management Systems (e.g. BUILDER, PAVER, future designated sustainment management products) Table 1 Applicable Policy Playbook Purpose The purpose of this Playbook is to provide standardized and centralized base-level guidance to conduct FCAs, record FCA data into the appropriate SMS or comparable system repository, and utilize the SMS outputs to analyze, plan, and forecast future work requirements for both in-house and contract accomplishment. By adhering to this guidance, base-level civil engineers will comply with EO 13327, NDAA 2010, DoD Memo: Standardizing Facility Condition Assessments, and AFI 32-1001. Further, following SMS guidance supports the foundation for operationalizing asset management for the CE Enterprise, which was first articulated in PAD 07- 02 and again in PAD 12-03. Executing this transformation will enable the AF and DoD to optimize the service life of all facilities across its entire asset portfolio, thus enabling improved support and resiliency to achieve assigned missions even in the midst of always tightening Congressional budgets. Note: SMS implementation and sustainment across the Air Force will be an on-going effort for years to come. Portions of the SMS Playbook are still under development as implementation and guidance for several of the systems (e.g., U.SMS and RAILER) are fully defined. This "living" Playbook will incorporate updates as both SMS Implementation and corresponding SMS modules mature, and it will serve as a prime repository for the latest information on implementation strategy and SMS/asset-specific best practices. Operations Flight Labor Reporting for SMS Activities Craftsmen assigned to actual time accounting (ATA) cost centers (Workgroups) and whom perform asset condition assessments in conjunction with performing Preventive Maintenance (PM) or Corrective Maintenance (CM), will charge their assessment time to the respective PM/CM task. When performing condition assessments in support of R&O (e.g., as members of an installation Built Infrastructure Assessment team [BIAT]) function, but while NOT permanently assigned to them, craftsmen will charge their time to Indirect Work Task, Administrative Task – Condition Assessment. More information is available on the Direct Time or Indirect Time BPL Page. Frequency of SMS Assessments Installations will sustain and accurately maintain the SMS database on a regular, recurring, and routine basis. Sub- AMP Managers and working groups (at AFCEC and base) will work within their units to accomplish this. Sustainment includes ensuring timely, accurate, and responsive Real Property Capitalization updates to SMS data as a standard process of work order and project closeouts and new equipment installations made during corrective maintenance activities. SMS data should be updated each time maintenance or repair work has been completed that results in a changed condition which should receive an updated assessment. As craftsmen visit a facility, they should include time as part of their standard process to perform and update condition assessments. After the original September 2017 deadline for completing initial assessments passed, OSD guidance further mandated that installations complete approximately 20% of their SMS re-assessment cycle per year (i.e., 20% of total square footage). As most installations assessed the majority of their facilities during one or two years initially, the “leveling out” process to achieve a coherent 20% per year requires thoughtful planning, precise execution, and persistent follow-up over a period of several years to achieve the leveling out of the assessment workload. 6  Air Force Civil Engineer Sustainment Management System Playbook Sub-AMP Managers and working groups must ensure they maintain their assessment data current which means every facility is reassessed at least once every five years. More frequent assessments may be requested or advisable if needed to validate the probability of failure (PoF) calculation in support of projects competing for centralized funding, or to correct previous ratings or related errors. In the future, OSD is considering a transition to using the Building Condition Index and similar indices for Utilities and TNAP assets as a more meaningful method of assessing the actual conditions of the built infrastructure portfolio as used for planning and policy guidance development and implementation. 7  Air Force Civil Engineer Sustainment Management System Playbook 8  Air Force Civil Engineer Sustainment Management System Playbook Figure 3 High Level SMS Work Closeout Process 9  Air Force Civil Engineer Sustainment Management System Playbook Figure 4 High Level SMS Work Plan Process 10  Air Force Civil Engineer Sustainment Management System Playbook SMS – Implementation Plan: Overview Purpose Key Milestones Roles and Responsibilities Purpose Provide guidance and coordinate efforts related to implementing SMS across the Air Force CE enterprise. This implementation plan addresses those issues common to all SMS component systems. Individual implementation plans have been developed to address the specific tasks associated with implementing each of the specific SMS component systems (e.g., BUILDER, PAVER, and those in development such as ESMS). The overall purpose of this plan is to coordinate all SMS efforts to enable all AF personnel to operationalize asset management principles as an integral part of day-to-day business practices. These principles will result in current, accurate and consistent asset data for use across the Air Force portfolio at all levels from the individual shop to the Air Staff. Data Sources and Data Exchanges Real Property Data: Real property accountability information required for SMS modules will be sourced only from an authoritative system (e.g., ACES-RP, NexGen IT, and DRRS-AF). All real property information must be Real Property Information Model (RPIM) compliant. Geospatial Data: When GIS data is used to represent DoD real property assets, the SMS community/users will use GIS data from the component's designated authoritative source. In most cases, this should be the component Installation Geospatial Information & Services (IGI&S) program of record. DoDI 4165.14 will clarify the requirement for GIS data representing the location and extent of real property assets, and references the applicable DoD standards for developing and maintaining such data. All geospatial data shall be compliant with the Spatial Data Standards for Facilities, Infrastructure, and Environment (SDSFIE) in its most current version. Real Property Facility Quality Rate: SMS modules will become the only authoritative data sources to populate the FCI into the real property inventory system's "Real Property Facility Quality Rate" data field. System Reconciliations: Before October of each year, DoD Components shall reconcile data between SMS modules and their real property database. Condition Index Reporting SMS-computed FCI will be entered in the "Facility Physical Quality Rate" data field for all assets on an installation’s real property database. This includes the CIs for facilities occupied/used by tenant organizations per DoDI 4165.70, "Real Property Management." CI data validation is to be annotated by the Real Property Office (RPO) who codes an "Asset Review Type Code" with "INSP" and entering the corresponding review date into the real property asset's record. No recorded inspection data shall be older than five years. Real Property Assets Not Supported by a SMS Tool: Currently, there are SMS modules for Transportation Networks and Airfield Pavements; buildings; roofs; and railways. Modules for other built infrastructure (e.g., utilities and liquid fuel systems) are under various phases of investigation and development by CERL. For assets not presently supported with a SMS module, assessments shall be conducted with qualified personnel to determine existing physical deficiencies, estimate the cost of maintenance and repairs, and/or restore the assets to dependable operation using established industry cost guides to derive the FCI (e.g., Defense Logistics Agency [DLA]) use of the American Petroleum institute’s standard or assessing liquid fuels systems). 11  Air Force Civil Engineer Sustainment Management System Playbook Inspection and Data Update Frequency: Installations will follow the user manual for each SMS tool to perform BIA. The SMS tools are designed to allow facility maintenance technicians the ability to update facility data as they are performing their normal preventive maintenance rounds or responding to service requests. However, the condition data of each asset shall undergo a comprehensive validation on no less than a five-year cycle at minimum (an average of 20% of installation assets should be re-assessed annually). It is recommended that condition validation coincides with the real property physical inventory requirement described in DoDI 4165.14, Real Property Inventory and Forecasting, Enclosure 3, para. 6. Key Milestones Implementation of SMS across Air Force assets will be an on-going effort for years to come since the various SMS components are at differing levels of maturity and it will take some time to fully work through the process changes. Ongoing During Annual Cycle: o SMS Facilities data are adequately populated to enable generation of infrastructure requirements to support development of the FY XX Integrated Priority List (IPL), the FY XX – XX POM submission, the FY XX – XX Air Force Comprehensive Asset Management Plan (AFCAMP) and the FY XX – XX Air Force Activity Management Plan (AFAMP) In Progress, Ongoing: o Linear segmentation will be completed for horizontal systems in accordance with the guidance provided in the AF/A7C memo dated 1 Apr 13, Subject: Air Force Linear Segmentation Implementation Guidance. o Each asset in the Air Force built infrastructure portfolio (i.e., Facilities, Utilities, and Transportation Networks Airfield Pavements (TNAP)) will have a facility condition index properly recorded in the real property data base based on inspections conducted using the SMS standard process completed for all facilities and facility components as required by the Office of the Under Secretary of Defense, Acquisition, Technology and Logistics (OUSD[AT&L]) memo dated 10 Sep 13, Subject: Standardizing Facility Condition Assessment. o Sustaining, managing, and refining of SMS data will be fully incorporated into daily facility maintenance and repair activities. R&O normally accomplishes sustainment, management and refining of SMS data; which includes feedback from the facility maintenance and repair activities (known as Actual Time Accounting (ATA) Workgroups) as issues are identified and/or warranted during the corrective or preventive maintenance visits. Review the AFCEC/COO series of Playbooks for further information. Roles and Responsibilities ROLES RESPONSIBILITIES AF/A4C will provide policy and guidance and advocate for resources as appropriate. Additionally, AF/A4C will provide: AF/A4C Sustainment Management System program oversight Geographic Information System (GIS) program oversight Real Property program oversight Integrated information technology solutions 12  Air Force Civil Engineer Sustainment Management System Playbook ROLES RESPONSIBILITIES AFCEC will ensure that the standard operating procedures contained in this Playbook are compliant with procedures put forth by OSD in addition to the following: Review all proposed changes to the Playbook Propose revisions to existing AFIs to incorporate SMS Propose substantive Playbook updates affecting resourcing to the CE Corporate Structure for approval Provide GIS expertise Provide Real Property expertise Track status of program implementation within AFIMSC Advocate for centralized contract funding Review and submit proposed changes to business rules and Playbook AFCEC guidance and directives Manage centralized contracts as needed Assist the bases in executing BIA evaluations of real property assets and input data into SMS Track status of program implementation & compliance with this implementation plan Manage the centralized pavement evaluation program including programming and budgeting for pavement evaluations and pavement condition index (PCI) surveys Incorporate language in MILCON project contracts to provide BIA information in the appropriate SMS format at the time of turnover Obtain, where possible, enterprise-wide authority to operate (ATO) for IT systems associated with SMS Populate and maintain, with support and assistance of AFCEC, SMS with complete, current, and accurate asset data needed to generate sustainment, maintenance and repair requirements for the installation’s built infrastructure Incorporate ongoing built infrastructure asset data collection, validation, and management into day-to-day operations and maintenance activities Assist AFCEC, MAJCOM, and IMSC with verifying/addressing SMS data issues Base Civil Engineer Use requirements identified by SMS to develop and program projects Organizations per AFCEC-provided business rules based on gap analysis and risk assessment efforts Ensure vendors accomplishing maintenance/repair work by contract provide the needed updates to asset inventory/condition, including equipment/components, in the appropriate SMS format Ensure that Base Maintenance Contracts have the necessary provision to perform BIA and maintain current and accurate data in the SMS databases Table 2 SMS Roles and Responsibilities 13  Air Force Civil Engineer Sustainment Management System Playbook SMS – High Level Introduction Measures of Success Roles and Responsibilities Narrative Introduction This narrative describes the standardized and recurring process of conducting Built Infrastructure Assessments, recording assessment data into a SMS tool or comparable information repository, and utilizing the system outputs to analyze, plan, and forecast future work requirements at the base and for Air Force Real Property Assets. The corresponding process map depicts an ongoing process. This process provides the framework for installations to operationalize asset management principles and comply with the DoD Facility Condition Assessment mandate. It also provides a framework to ensure a sustained data set beyond the initial round of assessments. Note 1: This process assumes that installations have a current and accurate inventory of each of their real property assets, and the base is currently addressing the DoD mandate requiring all real property assets be inventoried and assessed. Note 2: The CE asset class for Built Infrastructure includes airfields, buildings, building improvements, structures, utility systems, linear structures (e.g., roads, sidewalks, railways, etc.), and Real Property Installed Equipment (i.e., equipment attached to and made part of buildings and structures). References to Built Infrastructure Assessments (BIA) include the three categories of Facilities, Utilities, and TNAP: Includes vertical, horizontal, and Real Property Installed Equipment (RPIE) Includes buildings, structures, utilities systems, improvements, and appurtenances thereto Building: A roofed and floored facility enclosed by exterior walls and consisting of one or more levels that is suitable for single or multiple functions Structure: A real property facility that is classified as other than a building, linear asset, or land Linear Structure: Infrastructure whose function requires that it traverse land (such as roads, rail, pipeline, utilities, fences, guard rails, or pavement) RPIE: Government-owned or leased equipment that is permanently attached to and made part of buildings and structures (such as heating systems) but not movable equipment (such as plant equipment) Asset Management Programs: Facilities, Utilities, and Transportation Networks and Airfield Pavements (TNAP). Measures of Success AFCEC/CO defined the measures below as indicators of progress towards operationalizing asset management principles, meeting the DoD mandate, and achieving overall data integrity across the SMSs. AFCEC/CO will conduct quarterly base data pulls to monitor and evaluate these measures. HQ AFIMSC may from time to time establish financial incentives to drive performance towards meeting the established measures. These measures will be publicized separately from this playbook. 14  Air Force Civil Engineer Sustainment Management System Playbook MEASURES CALCULATION TARGET BENEFIT Inventory / Prerequisite: A facility is complete when 100% Operationalizes asset assessment all seven of the applicable key building complete management principles completion (as a systems are inventoried/assessed and Enables informed, data- measure of the recorded. If an applicable system is not driven decision-making initial assessment assessed, then the facility is marked required to meet incomplete. Enables forecasting of the DoD mandate); work requirements with all assessments If a facility does not have all seven key proactive methodology are considered building systems, Data managers will Enables status tracking “current” if remove the absent system(s) record and advanced analyses of performed within from the facility and make the past five years operating and corresponding comments within the performance problems SMS. Achieves compliance with Facilities: % of the installation's total DoD mandate to square footage (as opposed to # of standardize Facility buildings) Condition Assessments Utilities: % of total unit of measure (e.g., linear feet) TNAP: % of total unit of measure (e.g., linear feet, square yards for pavement) Data integrity Percent of quality/accurate data 100% Operationalizes asset (quality/accuracy) collected as measured through QC current management principles reports/data checks from SMS, Sub- Enables informed, data- AMP Manager validation, and field driven decision-making surveys. Enables forecasting of Quality/Accuracy is comprised of: work requirements with proactive methodology 1. Current within five years Enables status tracking 2. Validity of ratings (percent of and advanced analyses of ratings within a given set of operating and performance parameters problems a. QC5 Report (inventoried but not assessed) Identifies data b. Major leaps or drops in CI manipulation and other from year to year anomalies c. MDI-based spot checks d. Future measures to be Ensures financial audit developed readiness 3. Correlation between SMS data and RPAD data (as an indicator of alignment) a. Percent assets recorded in RPAD vs SMS b. Percent of assets that match CIs Table 3 Measures of Success 15  Air Force Civil Engineer Sustainment Management System Playbook Roles and Responsibilities The roles and responsibilities defined here apply to all processes in this Playbook. More specific descriptions are provided in the respective SMS process narratives. ROLES RESPONSIBILITIES Each installation will provide a primary and alternate SMS Point of Contact (POC) to work with AFCEC SMS POCs. Installation POCs must be from the Operations and Engineering Flights. Determines number of data managers, assessors, and read-only users at their installation Ensures accuracy of SMS data inputs for the installation AMP Manager Responsible for an asset lifecycle management portfolio containing all planning, design, construction, operation, maintenance, repair, sustainment, restoration, modernization (SRM), and demolition of assigned AMP assets. Note: These responsibilities correspond to the AMP Manager role and responsibilities delineated in AFI 32-1001, Chapter 4; AMP managers must be assigned from the Operations or Engineering Flights. Serves as first line of defense in ensuring data quality for each SMS data set Manages the Built Infrastructure Assessment Team (BIAT), ensuring data inputs are accurate, consistent, and understandable Performs quality assurance after the BIAT’s quality control efforts Responsible for the asset lifecycle management portfolio containing all systems consistent with their assigned Sub-AMP area Sub-AMP Manager Develops the overall operation, maintenance, repair, compliance, sustainment, and recapitalization of Sub-AMP portfolio assets Note: These responsibilities correspond to the Sub-AMP Manager role and responsibilities delineated in AFI 32-1001, Chapter 4; Sub-AMP managers must be assigned from the Operations or Engineering Flights. Installation Built Conducts condition assessments on recurring basis to maintain data currency Infrastructure Initiates updating of real property inventory, as required Assessment Team Updates asset work history, inputs data into the SMS, and performs initial quality (BIAT) control prior to uploading to the SMS Table 4 SMS AMP and Sub-AMP Manager Roles and Responsibilities Narrative This section applies to inventory and assessment data entry from: New construction, replacement, or major repair efforts Initial Assessment Requirement Established recurring requirement, such as a minimum of 20% per year Process 1.0 – Conduct Built Infrastructure Assessment This process provides guidance and instruction for base-level civil engineers to conduct Built Infrastructure Assessments, record assessment data into the appropriate SMS, and, as required, update the real property inventory (RPI). The following triggers initiate this process: Facility changes, to include New Construction, Replacement, or Major Repair yielding a change in condition Initial assessment to comply with the September 2013 DoD BUILDER mandate to 16  Air Force Civil Engineer Sustainment Management System Playbook “Standardize Facility Condition Assessments” Established recurring requirement, as determined by each base to operationalize asset management and maintain compliance (i.e., meet the DoD mandate) The Built Infrastructure Assessment Team (BIAT) coordinates assessment logistics with the base Asset Manager and conducts the recurring assessments. After conducting an assessment, the BIAT performs quality control (QC) on the assessment data before uploading it into the appropriate SMS tool or comparable information repository. If required, the BIAT coordinates completion of the Department of Defense (DD) Form 1354, Transfer and Acceptance of DoD Real Property, or Air Force Form 123, Request for Changed Use of Real Property with the base Real Property Office (RPO) to initiate the update of facility inventory data in the Accountable Property System of Record (APSR), either ACES-RP or NexGen IT. For example, updates to facility inventory data would be required following capital improvement, acquisition, or improvement to Real Property that increases an asset or RPIE unit of measure, as well as following major maintenance, repairs, and renovations. Update to the APSR may be needed if previous acquisition or improvement work was never updated for whatever reason. Proceed to Process 2.0 Analyze and Plan Work Process 2.0 – Develop Current-Year Requirements As the BIAT uploads assessment data into the SMS, the SMS generates various reports to document building, utilities, or pavements condition indices (CI), work items, raw score lists, and consequence analysis models. The Sub-AMP Manager conducts a quality and validation check of the SMS outputs and works with the AMP Manager to coalesce those requirements into actionable service requests or into programmed projects that meet the Work Requirement Review Board (WRRB) and/or Facilities Utilization Board (FUB). The AMP Manager presents the prioritized list of requirements to the WRRB and the WRRB determines approval on execution method for work and assigns execution responsibility (i.e., Operations or Engineering). In-house projects are executed via the Work Management Playbook, while Engineering projects are programmed for year of execution and sent to the FUB for approval and prioritization. When a project is approved and funded, it is executed via the Project Execution Playbook. Approved requirements that are not funded remain in the system as “deferred” requirements and are used to inform the Forecast process. Any requirements deemed invalid will be removed from the system. Proceed to Work Management Playbook, Process 3.0 Plan Work, Step 3.11 Review Draft Facility Project Process 3.0 – Forecast Out-Year Requirements The Forecast process outlines how the Air Force will forecast future budget requirements, leveraging long- term projections enabled by SMSs. Each SMS will also provide a consequence analysis of investment decisions, which will consider impacts of not funding or deferring funding of requirements. These may include impact to remaining service life and total cost of ownership of the assets, to probability of failure, to consequence of failure, and any resulting mission impacts. Forecasting provides visibility of needed work at the right time BEFORE costly and unrecoverable deterioration occurs. In addition, forecasting provides visibility into the scale of future requirements, which is integral to the process of developing future year budgets and procurement strategies. End 17  Air Force Civil Engineer Sustainment Management System Playbook 18  Air Force Civil Engineer Sustainment Management System Playbook SMS – 1.0 Conduct Built Infrastructure Assessment Introduction Roles and Responsibilities Narrative Introduction The Built Infrastructure CE asset class includes Facilities, Utilities, TNAP (e.g., roads, bridges, sidewalks, and railways), and Real Property Installed Equipment (i.e., equipment attached to and made part of buildings and structures). This process standardizes the collection and assessment of built infrastructure data, which informs a variety of asset management and investment planning work products (e.g., Activity Management Plans). Failure to follow instructions provided within this guidance may prevent requirements from receiving prioritization and/or funding consideration within the Air Force Comprehensive Asset Management Plan (AFCAMP) development and Integrated Priority List (IPL) execution. Prior to conducting assessments, base AMP Managers should prioritize assets according to their value to the mission and current condition. The Mission Dependency Index (MDI) reflects each asset’s value to the mission, while the condition may need to be estimated at the beginning of this effort. From there, AMP Managers identify, train, and equip a Built Infrastructure Assessment Team (BIAT), staffed either internally or by contract to perform the inventory and assessment. AFCEC will centrally manage assessments of bridges, airfield pavements, rails, and dams, in which case the BIAT will be formed by AFCEC Teams/AFCEC Consultants. The BIAT will be comprised of different roles and experts depending on the asset(s) in need of assessment. The BIAT coordinates their approach with the applicable base Sub-AMP Managers and performs the assessments, collecting and cleaning data prior to uploading to the applicable SMS. If at any time, a new asset is identified (e.g., found-on-base or in need of a “change in use” designation), the Sub-AMP Manager provides the Real Property Accountable Officer (RPAO) the Real Property data from the assessments, as doing so will directly affect the base’s ability to qualify for sustainment funding and leverage assessment data to make informed decisions in later processes. Roles and Responsibilities Each of the following roles applies to the installation: ROLES RESPONSIBILITIES Prioritizes the built infrastructure to be assessed based on data provided by the Base Sub- AMP Manager AMP Manager Ensures on-base BIATs are adequately resourced and trained to perform assessments Coordinates support for centrally-managed assessments Coordinates with the base AMP Manager and various Facility Managers to arrange logistics and acquire pertinent facility data Conducts inventory and the initial assessment Updates work history as available Performs initial calibration quality control of the inventory and assessment data BIAT Records data in the SMS Performs a gap analysis of the SMS data and rectifies any issues following data entry. BIATs may be in-house or contracted personnel/consultants Pavements, bridges, rail networks, and dams assessments are centrally managed; however, local assessment still may be required to comply with guidance. Table 5 Installation Roles and Responsibilities Narrative This section applies to inventory and assessment data entry from: 19  Air Force Civil Engineer Sustainment Management System Playbook New construction, replacement, or major repair efforts Initial Assessment Requirement Established recurring requirement, such as a minimum of 20% per year Step 1.1 – Generate prioritized list of built infrastructure to assess Role: AMP Manager The AMP Manager pulls reports from the applicable SMS component, NexGen IT, or the Automated Civil Engineering System (ACES) to identify the assets on the installation that are in greatest need for investment. The AMP Manager creates separate, prioritized assessment lists for each type of built infrastructure based on Mission Dependency Index (MDI) or Tactical MDI, Condition Index (CI), work task history, leadership feedback (e.g., facilities on the flight-line may be a high priority), mission changes, project priorities, etc. Refer to the SMS-specific supplements for additional guidance regarding leveraging existing, canned data reports to aid in the prioritization of built infrastructure types (e.g., Final 9, Facility System Quick View for BUILDER). The output of this process is a prioritized assessment list. In accordance with the Activity Management Plan (AMP), it is recommended that AMP Managers provide asset visibility across the Future Years Defense Program (FYDP) +2. Tips/Reminders: To support assessment training, the AMP Manager may suggest the BIAT assess a Facility, perhaps one with a low MDI rating (e.g., any facility with MDI less than 40), to test the assessment process and allow opportunities for practice, feedback, and baselining Proceed to Step 1.2. Step 1.2 – Form assessment team(s) Role: AMP Manager After prioritizing the built infrastructure needing assessment, and identifying the resources required to conduct the assessment, the installation AMP Manager (or designated rep) will form the BIAT. If the assets being assessed are centrally managed, the BIAT will be formed by AFCEC. In all cases, the teams will reflect the composition of the installation (military, contractor, civilian, mix) and should be selected according to a required skill level (five level or better), craft, and experience (minimum of two years). As needed, the AMP Manager or designated rep will contact the AFCEC Reachback Center (850-283-6995) with requests for support needed to perform the assessments in-house. At the end of this process, the AMP Manager will have identified, trained, and equipped a team necessary to conduct the assessments. Tips/Reminders: Specific guidance related to identifying, training, and equipping assessment teams is located in the supplemental guidance section of this playbook (e.g., BIATs for pavements, bridges, rails, and dams are formed at the AFCEC level, while BIATs for facilities and utilities are formed at the installation level) Refer to the applicable Asset Visibility Workspaces within CE DASH for further information. Proceed to Step 1.3. Step 1.3 – Pull inventory and assessment data Role: BIAT The BIAT pulls all current data to gather knowledge of the asset prior to conducting the assessments. For initial assessments, the team pulls as-built drawings (from electronic or flat files), GIS information (GeoBase), built infrastructure projects (Automated Civil Engineer System [ACES] – Project Management- [PM]), 7115 inventory report (ACES – Real Property [RP]), or work performed on or scheduled for the asset (NexGen IT). For recurring assessments, the team uses the SMS to gather information generated since the last assessment. Tips/Reminders: Standard Assessment Preparation Checklists have been developed and are organized according to 20  Air Force Civil Engineer Sustainment Management System Playbook asset type and discipline Proceed to Step 1.4. Step 1.4 – Coordinate with Asset Manager Role: BIAT The BIAT, or in the case of pavement assessments, works with the asset manager to discuss the current condition of facilities to be assessed, time of last maintenance, and any special considerations, such as security requirements, permits requirements, safety issues, photographic restrictions, entry authorizations, or flight line driver’s licenses. The BIAT also provides an agreed upon schedule of assessments and locations prior to arrival. Installation-based (i.e., non-contracted) BIATs will likely already have access to necessary equipment. After reviewing the detailed information of the built infrastructure assessment needs and coordinating with the asset manager, the BIAT adds any missing inventory to the execution schedule to ensure full coverage of assessment needs. Tips/Reminders: Asset managers may include Facility Managers, Airfield Manager, Operations Superintendent, Operations Engineering personnel, etc. A standard questionnaire may be used to retrieve required information from the asset manager If ‘vertical facilities,’ proceed to Step 1.5. If ‘linear facilities,’ proceed to Out-of-Scope Process, Migrate Data to GIS 4.0.3.1 Gold Standard. Step 1.5 – Perform Facility Condition Assessment Role: BIAT The BIAT conducts a physical assessment of the horizontal assets and records data using standard assessment worksheets and data capture tools/software. See the SMS-specific guidance sections of this Playbook for specific assessment instructions and recommendations for data capture support. If ‘RP updates necessary,’ proceed to Process 1.12, Draft AF Form 123 or DD Form 1354 and submit to RPAO. If ‘RP updates not necessary,’ proceed to Step 1.13. Out-of-Scope Process – Migrate Data to GIS 4.0.3.1 Gold Standard Role: BIAT Data needs migrated to the most current Spatial Data Standard for Facilities, Infrastructure and Environment (SDSFIE) version, which is currently SDSFIE 4.0.2 Gold, prior to conducting assessments and segmentation. ESRI conversion tools, crosswalk software, and implementation videos are accessible on the CE Portal. Refer to the Utilities Guidance section of this Playbook for more information. If ‘TNAP,’ proceed to Step 1.6 Perform TNAP Facility Mapping. If ‘Utilities,’ proceed to Step 1.9 Perform Utilities Facility Mapping. Process 1.6 – Perform TNAP Facility Mapping Role: BIAT Once the RPAO, GeoBase Office, Pavement Engineer, and Airfield Manager have accumulated relevant data from their respective informational sources, the representatives from these offices meet to form the Facility Map Development Team. The Facility Map Development Team conducts a facility-by-facility review of the pavements facility map created by the GeoBase Office. The team updates the map as required to ensure accountability for 100% of the pavements assets in the RP database. The team assigns unassigned assets to a new or existing facility and creates separate pavement facility maps for the airfield, and roads & parking networks. Linear assets are assigned according to usage, or CATCODE; the Real Property Unique Identifier (RPUID) serves as the linkage between RP and GeoBase records, as opposed to facility identification (FACID). Proceed to Process 1.7, Implement TNAP Segmentation Rules. Process 1.7 – Implement TNAP Segmentation Rules 21  Air Force Civil Engineer Sustainment Management System Playbook Role: BIAT This process describes the method of assigning segments to a facility number on the GeoBase map and in the pavement management system. In order to ensure the entire pavement inventory is mapped consistently and accurately, pavement evaluation teams and contractors use this process when conducting a structural pavement evaluation or PCI survey. For pavements, bridges, and, in some cases, rails, this process is typically performed by centrally-managed AFCEC teams or consultants. Processes for other non-pavement assets are under development. Proceed to Step 1.8. Step 1.8 – Perform TNAP Condition Assessment Role: BIAT The AFCEC Team/AFCEC consultant imports a shape file of the pavement facility map provided by the GeoBase Office into PAVER and makes branch and section assignments on the map from within PAVER. Next, the AFCEC Team/consultant generates field inspection datasheets and conducts the field evaluation. Once the evaluation is complete, the AFCEC Team/consultant updates the PAVER database with the field data, including any updated branch and section information, and incorporates any changes to the pavement facility map using either AutoCAD or ESRI software. If ‘RP updates necessary,’ proceed to Process 1.12, Draft AF Form 123 or DD Form 1354 and submit to RPAO. If ‘RP updates not necessary,’ proceed to Step 1.13. Step 1.9 – Perform Utilities Facility Mapping Role: BIAT Once team has accumulated relevant data from their respective informational sources, they conduct a facility-by- facility review of the utilities facility map created by the GeoBase Office. The team updates the map as required to ensure 100% accountability of the linear utilities assets in the real property database. Any unassigned linear assets will be assigned to either a new or an existing facility. Linear assets are assigned according to usage, or CATCODE; the RPUID serves as the linkage between RP and GeoBase records, as opposed to FACID. Proceed to Process 1.10, Implement Utilities Segmentation Rules. Process 1.10 – Implement Utilities Segmentation Rules Role: N/A After identifying and mapping utility systems, the BIAT assigns segments to utility assets on the GeoBase map. Proceed to Step 1.11. Step 1.11 – Perform Utilities Condition Assessment Role: BIAT The BIAT collects data by physical examination of assets and, if applicable, determine what discrepancies exist in the existing inventory or assessment data. The GeoBase Office incorporates any changes found by the BIAT on the facility map. Tips/Reminders: CE Operations provides support to the BIAT in identifying linear segments and essential non- linear components associated with linear assets. If ‘RP updates necessary,’ proceed to Process 1.12, Draft AF Form 123 or DD Form 1354 and submit to RPAO. If ‘RP updates not necessary,’ proceed to Step 1.13. Step 1.12 Draft AF Form 123 or DD Form 1354 and submit to RPAO Role: BIAT/Sub-AMP Manager If the BIAT identifies a change in use (i.e., change in CATCODE) for a built infrastructure asset, the Sub- AMP Manager completes an Air Force Form 123, Request for Changed Use of Real Property and submits to the RPAO to initiate an inspection to confirm that observation. Refer to the Appendix Form Guide of the Real Estate Transactions, Accountability, and Inventory Playbook for instructions for completing the AF 22  Air Force Civil Engineer Sustainment Management System Playbook Form 123. A Department of Defense (DD) Form 1354, Transfer and Acceptance of DoD Real Property form is required to document an inventory adjustment (e.g., Found on Site) in the RP inventory. The Sub-AMP Manager drafts the DD Form 1354 and submits to the Operations Flight Commander for review, who reviews and submits to the RPAO to initiate an inspection to confirm the observation. The DD Form 1354 is then finalized through a collaborative review process until it is acceptable to make changes within the RPI. Note: Roles and responsibilities for completing the various types of the DD Form 1354 are found in Chapter 3 of the Unified Facilities Criteria (UFC) 1-300-08, the Criteria for Transfer and Acceptance of DoD Real Property, whereas instructions for completing the form are found in Chapter 4. Proceed to RETAI Playbook, Process 11.1 Prepare for Inventory, Step 11.1.3. Real Estate Transactions, Accountability, and Inventory Playbook Process 11.1 Prepare for Inventory, Step 11.1.3 This process illustrates the Installation Real Property Accountable Officer (RPAO) preparing the inventory requirements for a given year. The Installation RPAO first ensures that all updates to ACES or NexGen IT have taken place before retrieving a five-year inventory plan (three years for cultural/historical sites). The Installation RPAO reviews the plan and identifies the Real Property (RP) that requires an inspection given a prescribed timeframe. The Installation RPAO identifies who conducts the actual inspection and coordinates with the Civil Engineer (CE) partners, as applicable. The outcome of this process is a scheduled inspection visit with a designated inspector. Proceed to Step 1.14. Step 1.13 – Perform QC of Data Role: BIAT The BIAT performs a quality check of the samples according to the process and confidence levels recommended in the corresponding SMS-specific supplement. If using a remote data collection process, (e.g., BRED) this calculation can be determined by running a quality control report (Refer to SMS-specific supplement for additional guidance). Otherwise, additional, successive collection and analysis processes may be required to reach the level of confidence needed to produce consistent quality in the data. The BIAT corrects any inaccuracies in the data prior to uploading into the SMS. Proceed to Step 1.14. Step 1.14 – Upload data to SMS (or current system of record) Role: BIAT Entry from Major Facility Changes (e.g., New Construction, Replacement, or Major Repair) For initial or recurring assessments, the BIAT inputs data into the SMS or current system, either through remote or manual uploads. The Sub-AMP Manager conducts quality checks of the data uploaded to the SMS. Refer to the SMS-specific supplement for specific instructions regarding uploading data and performing quality checks. For New Construction, Major Repair, or Preventive Maintenance, the Sub-AMP Manager uploads inventory information into the appropriate SMS using the as-built drawings, closeout paperwork, and information derived from the project or other available sources. Tips/Reminders: BIAT members should input the data given their familiarity of the assets and knowledge of system. However, installations may perform data entry in a manner more suitable to the makeup of their team (e.g., use engineering assistants [EA] to support data entry) Available sources include Interim/Final DD Form 1354 or AF Form 332, and Shop records. 23  Air Force Civil Engineer Sustainment Management System Playbook For replacement by contract, the 1354 is required; if performed in-house, the need for a 1354 will depend on the nature of the work performed. A field visit may be necessary to confirm the inventory data. The Data Manager updates the condition assessment data as necessary. Figure 5 SMS 1.9 Perform Utilities Facility Mapping 24  Air Force Civil Engineer Sustainment Management System Playbook SMS – 1.6 Perform TNAP Facility Mapping Introduction Roles and Responsibilities Narrative TNAP Facility Designation Process and Standards Railway Facility Designation Process and Standards Bridge Facility Designation Process and Standards Signage Facility Designation Process and Standards Introduction The objective of the TNAP infrastructure segmentation effort is to ensure we have an accurate accounting of the quantity, location, use, and condition of all TNAP assets. This objective is accomplished in three phases: 1. Creation of a TNAP facility map showing the location of each airfield, road, and parking pavement facility in the RP record. The creation of a TNAP facility map must be a joint effort between the RPO, GeoBase Office, Transportation AMP Manager, Pavement Engineer/sub-AMP Manager, and Airfield Manager. The effort requires relevant data from each of these respective sources. In many cases, available information will be ambiguous or inadequate, which will require the team to make decisions that only the base personnel can make. 2. The second phase is segmentation of these TNAP facilities into branches and sections. This phase is accomplished by the AFCEC Team/AFCEC Consultants for airfield and road and parking networks. 3. The third phase is creation and processing of 1354s to document any changes or updates to the RP record. The base completes this phase of the process by using data generated by the AFCEC Team/AFCEC Consultants. Note: The RPO has final authority to change the facility numbers. To initiate the mapping process, the GeoBase Office will create a map for all paved and unpaved airfield surfaces, and one for all paved and unpaved road, parking, and driveway surfaces. The RPO will provide a listing of all TNAP facilities in the RP record from ACES-RP or NexGen IT. Other team members will provide additional information, including past pavement evaluation reports or other historical records such as construction drawings. The Facility Map Development Team will meet and conduct a facility-by-facility review of the TNAP assets in the RP record, assigning those facilities to their specific areas on the draft map created by the GeoBase Office. The team updates the map as required to ensure 100% of the TNAP assets in the RP database are accounted for. When the team encounters unassigned assets or must make changes to the TNAP facilities documented in the RP record, it will follow the recommended standards outlined in this Playbook. If one does not already exist, each TNAP facility will be assigned a FACID by the base RPO. Air Force RP rules require that each of these facilities may only have one CATCODE associated with it. Once a new FACID is entered into ACES or NexGen IT, it will ultimately be assigned a RPUID by OSD. The RPUID serves as the linkage between RP records, PAVER, and GeoBase GIS records. Note: This Process serves as the Standard Operating Procedure (SOP) for Task 1: Complete Pavement Facility Maps, in the memorandum, Air Force Linear Segmentation Implementation Guidance, dated 1 April 2013. Roles and Responsibilities 25  Air Force Civil Engineer Sustainment Management System Playbook TNAP mapping is a collaboration between AFCEC and the installation with the roles and responsibilities defined in Table 6 below. ROLES RESPONSIBILITIES Provides support to the base facility mapping teams AFCEC/COAP Available as requested by the base for teleconferences or DCSs to assist the base in the facility mapping effort Assigned by the Base Civil Engineer (BCE) Consists of participants from RPO, GeoBase Office, Base POC and/or Operations Engineer/TNAP AMP Manager, and Airfield Manager. The Airfield Manager participates on an as-needed basis, specifically when airfield assets are Facility Map involved Development Team Note: Ideally, the team described above is led by the RPO since it is ultimately responsible for the RP records. However, manpower or other considerations may dictate that the BCE appoint another person to lead the effort, with the understanding that all offices listed above will need to participate in the activity. Table 6 TNAP Mapping Roles and Responsibilities Narrative Entry from Process 1.0, Step 1.4. Step 1.6.1 – Review facility assignments Role: Facility Map Development Team The team will go down the tabular list of TNAP facilities sequentially, identifying the geospatial extents of each on the map based on the description of the facility in the RP record. For instance, if the description of the facility describes a transient apron, the team will mark the current area of the transient apron on the map. The team may discover a discrepancy between the area described in the RP record and the area identified on the map. In these cases, the team will look at other sources such as the old RP record cards (if they still exist), past pavement evaluation reports, previous imagery, or any other sources available to verify the geospatial extents shown on the map are correct. When determining the authoritative source of information, explicit descriptions in the RP record, as-built drawings, or documented surveys will take precedence. If these are not available, past pavement evaluations or old master plan tabs (e.g., E7) are the next best source of information. In other words, use the most authoritative, time-relevant document available. There may be cases where the team does not have enough information to clearly define where a facility is located on the map. In these cases, the team will follow the standards outlined in this Playbook for designating TNAP facilities and use its best judgment to determine the geospatial extents of the facilities on the map. The team makes recommendations, but the RPO, as the process owner, makes the final decision in the event of competing recommendations. Below are the specific tasks, by role, to be completed during the review of facility assignments: RPO: Recommends facility assignments based on a complete list of TNAP facility numbers and descriptions generated by ACES-RP, NexGen IT, historical RP cards, and any other relevant records GeoBase Office: Provides a draft TNAP facility map, imagery (if the TNAP facility map does not already have imagery in the background), and old master plan tabs (especially E7 Tab for airfields) Base POC and/or Operations Engineer/TNAP AMP Manager: Provides branch and section 26  Air Force Civil Engineer Sustainment Management System Playbook maps, as well as construction history from current pavement evaluation reports and other reports that may help provide historical context for the team’s decisions on the geospatial extents of each facility Airfield Manager: Provides recommendations to the team regarding geospatial extents of each airfield pavement facility and information on current use of airfield facilities Proceed to Step 1.6.2. Step 1.6.2 – Apply TNAP facility numbers to map Role: Facility Map Development Team The GeoBase Office representative makes any required adjustments to the map polygons and enters the correct TNAP facility numbers and RPUIDs into the appropriate feature classes (Note: this was the Section feature class in Spatial Data Standards for Facilities, Infrastructure, and Environment (SDSFIE) 4.0.2 Gold and will be Linear_Structure_A in SDSFIE 3.1). Advice and Tips section of this narrative contains an example of a TNAP facility map. Proceed to Step 1.6.3. Step 1.6.3 – Identify unassigned TNAP assets Role: Facility Map Development Team The GeoBase Office representative identifies any TNAP assets that do not have an assigned facility number and brings the updated map to the Facility Map Development Team to make facility assignment decisions. The team will follow the standards outlined in this playbook for designating TNAP facilities and use their best judgment to determine the geospatial extents of the facilities on the map. The GeoBase Office representative tracks any changes, updates the appropriate polygons and feature classes, and provides updated maps to the team for review. Proceed to Step 1.6.4. Step 1.6.4 – Verify current RP Inventory data Role: Facility Map Development Team The team verifies the CATCODEs for each TNAP assets facility are accurate based on current use. The team should refer to AFMAN 32-1084, Facility Requirements, for CATCODE guidance. RPO guidance is to use the closest six-digit CATCODE available. The installation will provide the final TNAP asset map to the AFCEC Team/AFCEC Consultants to perform the next step in the effort, which is linear segmentation. They will adjust and/or create branch and section polygons and assign these segments to their respective facilities. Note that substantiating documentation for any facility changes will not be completed until after segments are assigned to the facilities and the map is validated with a TNAP condition survey as outlined in Process 1.0. Once Step 1.8 is completed, supporting documentation will be generated and the RP records are updated in Step 1.12. Below are the specific tasks, by role, to be completed during the verification of current use and CATCODE assignment: RPO: Verifies that the CATCODEs are correct according to the RP records and designated current use GeoBase Office: Ensures that the mapping complies with SDSFIE 4.0.2 Gold Base POC and/or Operations Engineer/TNAP AMP Manager: Identifies any conflicts between the PCI survey/pavement evaluation records and the TNAP facility map. Additionally, the Base POC and/or Operations Engineer/TNAP AMP Manager provides information on current designation/use of TNAP 27  Air Force Civil Engineer Sustainment Management System Playbook Airfield Manager: Provides information on current designation/use of TNAP Once the CATCODEs are verified, and the team has no more changes to the TNAP facility map, the team posts the draft TNAP facility map to the GeoBase system of record and sends to the AFCEC PAVER SMS program manager ([email protected]) in an appropriate format. Proceed to Step 1.6.5. Step 1.6.5 – Review facility map and provide feedback Role: AFCEC/COAP AFCEC/COAP reviews draft TNAP facility map, provides feedback to the Facility Map Development Team, and discusses with the installation via teleconference or DCS to adjudicate any issues before the TNAP facility map is finalized. Proceed to Step 1.6.6. Step 1.6.6 – Finalize facility map Role: Facility Map Development Team Once the team verifies the CATCODEs and has no more changes to the TNAP facility map, the Team finalizes the map with the RPO enters it in the GeoBase system of record and will then send it to AFCEC PAVER SMS program manager ([email protected]) in an appropriate format. Proceed to Process 1.7 Implement TNAP Segmentation Rules. TNAP Facility Designation Process and Standards The GeoBase Office will typically use the common installation picture for the base as the starting point for developing the TNAP facility maps for airfield and roads & parking respectively. The map should show all load bearing pavement, as well as shoulders and any roads or parking areas. Showing all pavements on each respective map provides good reference points and helps the team ensure that they do not double count any pavements. Including any known TNAP facility numbers, as well as any information such as apron, taxiway, or runway names, buildings, and building numbers can be beneficial as RP record cards often reference this information. Ideally, create the draft map so it is laid over imagery for the base. If this is not possible, the team should at least have a digital copy of the most current imagery available Other essential information includes a RP report listing all of the TNAP facilities sorted by facility number, facility name, the CATCODE, category name, area, and any descriptions or notes that may be included in the RP database. The team should include a complete list of TNAP CATCODEs with the definition for each category as well as maps and construction history from the last PCI and comprehensive evaluations. Installations have interpreted the rules for determining TNAP facilities differently at each base, so there is a lot of variation from location to location. The primary constraint for creating a linear facility is that facilities can only be assigned a single CATCODE. For example, overruns (CATCODE 111115) cannot be combined in a facility with the main load-bearing surface of the runway (CATCODE 111111). The facility may also be created based on other criteria such as construction date as outlined in AFI 32- 9005. Runway and Overrun Standard: Create a facility number for the load-bearing surface of each runway. The two overruns for each runway will have one facility number. At a minimum, the shoulders for all runways will have a facility number. Do not create separate facilities for the concrete portions and asphalt portions of the runway, overruns, or shoulders. Overruns can be constructed 28  Air Force Civil Engineer Sustainment Management System Playbook with a Type A traffic area to increase the takeoff length for mission aircraft. In these instances, the pavement should be marked with a displaced threshold and classified (CATCODE) as a runway rather than an overrun. Taxiway Standard: At a minimum create a facility number for all taxiways on the airfield and create a facility number for all taxiway shoulders. If all taxiways are aggregated in one facility, combine all taxiway shoulders into one facility. If each named taxiway has its own facility number, the shoulders associated with each taxiway will be in a separate facility. Do not create facilities based on pavement type. This level of fidelity will be provided in the segments. For instance, Taxiway A will have only one facility number assigned even though itis constructed of both concrete and asphalt pavement. Use the predominant material type for each taxiway facility to populate the construction material code in ACES / NexGen IT. Note that the only pavements that should be included in a taxiway facility are those on a “named” taxiway such as Taxiway A, B, C, etc. Taxi lanes on aprons, pavements that provide access to aprons from adjacent taxiways, or pavements that provide access to other pads or ramps will be included in the associated apron facility. If the base opts to create a multiple taxiway facilities, they should create one facility for each named taxiway while following the other guidance outlined above. Apron Standard: Create a facility for the load-bearing pavement of each large contiguous apron. Group warm-up aprons and arm/de-arm pads with similar CATCODEs into a single facility even though they are not contiguous. Dispersed parking aprons (pads) along a named taxiway will be included in a single facility. At a minimum, include the shoulders for all aprons in a single facility. Do not create separate facilities for the concrete portions and asphalt portions of an apron or pad or the shoulders associated with these facilities. Langley Air Force Base FACIDs Roads, Streets and Access Road Standard: Create a facility for all contiguous roads under the same CATCODE on a site except where specific Real Property Information Model (RPIM) data element values necessitate a separate RPUID. For example, if a site has all contiguous roads but these roads have RPA 29  Air Force Civil Engineer Sustainment Management System Playbook Interest Type Code values of FEE, LEAS, and GVPV, there will be three separate asset records established. In addition, any access road not associated with a parking area that provides access to a building (for example, the road that goes to the front entrance of the Wing Headquarters building) should be considered part of the road facility. Unsurfaced roads are handled in a manner similar to paved roads. Do not create separate facilities for asphalt and concrete roads. Driveway Standard: Driveways have been a particular issue in linear segmentation efforts to date. UFC 3- 250-01FA, Design of Roads Streets, Walks, and Open Storage Areas clearly intend for the term driveway to be associated with a residence in housing areas. Bases will modify any existing TNAP facility designations to ensure that the driveway CATCODE 851145 will be used only to refer to “driveway” pavements in housing. TNAP facilities that access parking areas will be included in the associated parking area facility. Any other TNAP facilities such as those that provide access to dumpsters, loading docks or buildings will be included in the associated road facility. Do not create separate facilities for concrete driveways and asphalt driveways. If warranted, the base can create a separate facility for all driveways in each housing area. Parking Area Standard: Current OSD guidance states that each non-contiguous parking lot or open area storage area is a separate RP asset and is assigned a RPUID. This mandate may cause issues and requires significant manpower requirements in order to successfully implement. At a minimum, each base should create a facility for each given parking category code. There are currently six different category codes for surfaced and unsurfaced parking areas, which would equate to six facilities. As mentioned previously, parking areas include both the parking area itself and the access roads that serve it. Do not create separate facilities for concrete parking areas and asphalt parking areas. Railway Facility Designation Process and Standards Refer to the SMS-TNAP Guidance, RAILER section for mapping guidance. Bridge Facility Designation Process and Standards Each bridge should have a RPUID and facility number in the RPAD records as well as the appropriate CATCODE for the bridge type (road, rail, pedestrian, etc.). All bridge components (approach pavements, deck, superstructure, substructure, spans, culvert sections, etc.) required to form the bridge structure should be considered a single facility for designation purposes. The installation’s GeoBase map should be updated to indicate location, type and deck area (measured in sf). UFC 3-310-08, Non-Expeditionary Bridge Inspection, Maintenance, and Repair, latest edition, should be consulted for the definition of a bridge as it applies to this playbook. Signage Facility Designation Process and Standards Installations shall manage and maintain their own signage inventory. Signage inventories and condition assessments will not be required to be input into the enterprise SMS database. 30  Air Force Civil Engineer Sustainment Management System Playbook SMS – 1.7 Implement TNAP Segmentation Rules Introduction Roles and Responsibilities Narrative Additional Directions for AFCEC Teams/AFCEC Consultants Introduction This section of the SMS Playbook outlines general business rules for the linear segmentation of TNAP and provides visual examples of network component identification. UFC 3-270-08, Pavement Management, provides more detailed guidance for segmentation of road, parking, and airfield pavements. This portion of the playbook will be used primarily by the AFCEC Team/AFCEC Consultants, but is also provided here to provide a source of information for the bases. Once the TNAP facility map is generated, the evaluation team or one of its consultants can begin the process of assigning pavement management system segments to the facilities. To ensure the entire TNAP inventory is mapped consistently and accurately, TNAP evaluation teams and contractors will use the process described herein when conducting a structural pavement evaluation or pavement condition index (PCI) survey. The AFCEC Team with consultation of the base POC retains final authority in accepting segmentation assignments; the Real Property Office (RPO) has final authority regarding any changes to the facilities/facility map resulting from this process. Note: This Process serves as the Standard Operating Procedure (SOP) for Task 2: Assign engineering pavement segmentation to real property pavement facilities, in the memorandum, Air Force Linear Segmentation Implementation Guidance, dated 1 April 2013. Roles and Responsibilities Each of the following roles applies to the installation: ROLES RESPONSIBILITIES Works with the GeoBase Office, Base POC and/or Operations Engineer/TNAP AMP Manager, and AFCEC Team/AFCEC Consultants Real Property to conduct a review of the segment assignments on the Pavement Real Office (RPO) Property Report and mapping portion of the PCI Reports Retains final authority regarding any changes to the facilities/facility map resulting from this process Participates in reviews of segment assignments and PCI Reports provided by the AFCEC Team/AFCEC Consultants to ensure mapping GeoBase Office meets Spatial Data Standards for Facilities, Infrastructure and Environment (SDSFIE) requirements Base POC and/or Participates in reviews of segment assignments and PCI Reports Operations provided by the AFCEC Team/AFCEC Consultants prior to publication Engineer/TNAP of the final PCI Report AMP Manager Retains final authority in accepting segmentation assignments Works with the Base POC and/or Operations Engineer/TNAP AMP Airfield Manager Manager to review segment and TNAP rank assignments as well as PCI Reports provided by the AFCEC Team/AFCEC Consultants 31  Air Force Civil Engineer Sustainment Management System Playbook ROLES RESPONSIBILITIES Collects the data needed to properly assign the segments by performing a field evaluation. AFCEC Team/ Retrieves the latest TNAP facility map, and updates the PAVER AFCEC database to reflect those changes Consultants Participates in the review of the segment assignments and draft the PCI Report Retains final authority in accepting segmentation assignments Narrative Entry from Process 1.6 Perform TNAP Facility Mapping. Step 1.7.1 – Retrieve latest facility maps for respective TNAP assets from GeoBase office or AFCEC Team/AFCEC Consultants Pavements: The AFCEC Team/AFCEC Consultant will request the current TNAP facility map from the GeoBase Office. Railways: ERDC/AFCEC Team will request current rail maps from GeoBase office Bridges: ERDC/AFCEC Team will request current bridge maps from GeoBase office Proceed to Step 1.7.2. Step 1.7.2 – Modify PAVER segments to follow segmentation rules Role: AFCEC Team/AFCEC Consultants The AFCEC Team/AFCEC Consultant updates segment assignments in PAVER to follow the rules described in UFC 3-270-08, Pavement Management. Proceed to Step 1.7.3. Step 1.7.3 – Assign segments to facilities Role: AFCEC Team/AFCEC Consultants The AFCEC Team/AFCEC Consultant categorizes the segments into branches/sections according to UFC 3-270-08 and the Business Rules for TNAP Segmentation sand then assigns these segments to their respective facility in the mapping and PAVER database. Proceed to Step 1.7.4. Step 1.7.4 – Conduct segment assignment review Role: RPO, GeoBase Office, Base POC and/or Operations Engineer/TNAP AMP Manager, Airfield Manager, AFCEC Team/AFCEC Consultant The RPO, GeoBase Office, and Base POC and/or Operations Engineer/TNAP AMP Manager collectively review the segment assignments and update any changes required to the TNAP facility mapping identified by the AFCEC Team/AFCEC Consultant. The RPO, GeoBase Office, and Base POC and/or Operations Engineer/TNAP AMP Manager provide feedback to the AFCEC Team/AFCEC Consultants 32  Air Force Civil Engineer Sustainment Management System Playbook on any issues that may need correction prior to any fieldwork. RPO: Confirms that RP data is assigned correctly and obtains Pavement Real Property Report from AFCEC Team/AFCEC Consultant to determine if assignments affect facility areas on the map GeoBase Office: Provides input during the review Base POC and/or Operations Engineer/TNAP AMP Manager: Provides input during the review Airfield Manager: Provides input during the review AFCEC Team/AFCEC Consultants: Identifies issues with the pavement facility map that must be resolved by Base The RPO, GeoBase Office, and Base POC and/or Operations Engineer/TNAP AMP Manager provide feedback to the AFCEC Team/AFCEC Consultant, who makes modifications to the segmentation plan prior to the field survey. The process of assigning segments to facilities may prompt a change in the facility map. In this case, the AFCEC Team/AFCEC Consultant will coordinate with the Facility Map Development team prior to conducting a PCI Survey or Comprehensive Evaluation. In particular, any major mapping changes to the TNAP facility map will be sent back to the base for update. If ‘No Discrepancies,’ proceed to Step 1.7.5. If ‘Discrepancies,’ proceed to Step 1.7.3. Step 1.7.5 – Update GIS mapping Role: GeoBase Office The GeoBase Office updates Geographic Information System (GIS) mapping to address any issues with the TNAP facility map identified by the AFCEC Team/AFCEC Consultant. Once updated, the GeoBase Office provides the updated materials to the AFCEC Team/AFCEC Consultant. The RPO, Base POC and/or Operations Engineer/TNAP AMP Manager, and Airfield Manager may be asked to provide input according to Process 1.6 Perform TNAP Facility Mapping. Proceed to Step 1.7.6. Step 1.7.6 – Review GIS mapping and conduct field evaluation Role: AFCEC Team/AFCEC Consultants The AFCEC Team/AFCEC Consultant imports a shape file of the TNAP facility map provided by the GeoBase Office into PAVER and makes branch and section assignments on the map from within PAVER. Next, the AFCEC Team/AFCEC Consultant generates field inspection datasheets and conducts the field evaluation. Proceed to Step 1.7.7. Step 1.7.7 – Update PAVER Role: AFCEC Team/AFCEC Consultants Once the fieldwork is complete, the AFCEC Team/AFCEC Consultant updates the PAVER database with the field data, including any updated branch and section information, and incorporates any changes to the TNAP facility map using either AutoCAD or ESRI software. Proceed to Step 1.7.8. 33  Air Force Civil Engineer Sustainment Management System Playbook Step 1.7.8 – Perform analysis and write draft PCI Report Role: AFCEC Team/AFCEC Consultants The AFCEC Team/AFCEC Consultants runs PCI computations and generates a TNAP Real Property Report summarizing the area of each TNAP facility. The AFCEC Team/AFCEC Consultant provides the computations, TNAP Real Property Report, and updated TNAP facility map to the RPO, GeoBase Office, and Base POC and/or Operations Engineer/TNAP AMP Manager for the draft PCI Report. These documents include the AFCEC Team/AFCEC Consultant’s recommended mapping changes. A standard report layout is provided in the statement of work (SOW) for each PCI Survey contract. The AFCEC Team/AFCEC Consultant has standard report templates. Proceed to Step 1.7.9. Step 1.7.9 – Review draft PCI Report Role: RPO, GeoBase Office, Base POC and/or Operations Engineer/TNAP AMP Manager, Airfield Manager, AFCEC Team/AFCEC Consultant The RPO, GeoBase Office, Base POC and/or Operations Engineer/TNAP AMP Manager, and AFCEC Team (without the AFCEC Survey Consultant) determine if any issues exist in the PCI Report regarding correctness and adherence to guidance described in Process 1.6 Perform TNAP Facility Mapping. If any issues exist in the PCI Report, the RPO, Base POC and/or Operations Engineer/TNAP AMP Manager and the GeoBase Office provide recommended corrections to the AFCEC Team/AFCEC Consultant, who incorporates feedback via Step 1.7.8. At this point, changes should be minimal, but the RPO still maintains responsibility to approve facility assignments/facility map changes. If ‘No changes,’ proceed to Step 1.7.10. If ‘Changes,’ proceed to Step 1.7.8. Step 1.7.10 – Finalize and publish Structural Evaluation / PCI Report Role: AFCEC Team/AFCEC Consultants Once issues with the draft PCI Report are