Research Projects

Guidebook for the Effective Transition of Asset Data from Design/Construction to Operations and Maintenance In Reserve

Develop guidance and best practices that will inform capital asset and new/replacement/renewal project managers on how to ensure that maintenance departments are capable of properly maintaining the assets and immediately assuming responsibility for them after project completion/turnover. These recommendations will focus on the accurate, effective, and timely development and delivery of capital project assets and asset renewal, asset meta data for inclusion in the airport enterprise asset management system/computerized maintenance management systems.

Background (Describe the current situation or problem in the industry, and how your idea would address it.)

Over the past several years there have been many discussions at ACI-NA conferences and other industry events regarding the untimely and non-conforming transition of asset data from the planning, design, and construction stages to the operations and maintenance stage. Virtually every airport, regardless of size, has voiced these concerns/frustrations. One of the most common issues involves the recording and transmission of deficient asset data to key airport stakeholders after construction is complete. The incomplete and/or inaccurate transition of asset data can lead to poorly informed capital planning decisions and results in significant financial and functional impacts to the operations and maintenance departments. Airports also experience scenarios where assets are delivered or constructed and commissioned, but neither the finance nor maintenance departments know they are active. While not that frequent, there have been instances where key stakeholders were not even aware that they had ownership of responsibility for an asset and were forced to perform costly, reactive maintenance, usually in an emergency environment. The lack of asset awareness results in significant budgetary and prioritization impacts to not only capital planning, but also to the operations and maintenance departments.

Another major problem area relates to when assets are brought into operation. It is not uncommon, for example, for an HVAC system to become operational long before the commissioning of a new facility, which typically results in forgetting to apply best practices for preventive maintenance (PM) procedures. Relatedly, either because an airport is unaware of the existence of an asset or because of the misalignment in timing between asset operation and capital construction, it is not uncommon for the asset's warranty period to have expired. Additionally, the lack of awareness of an asset's existence or usage can result in little to no regular PM-based activities, thus negating the terms of the warranty. Importantly, the lack of regular PM-based measures leads to accelerated equipment failure rates and increased maintenance costs.

There are a number of technology-based platforms to assist in the efficient and accurate transition of asset data, such as Geographic Information System (GIS), Building Information Modeling (BIM), and Computerized Maintenance Management Systems (CMMS). Most airports have already deployed one or more of these technologies, but generally with only varying degrees of success, primarily due to the failure to fully appreciate the people and the processes that intersect with the technology. Many airports have not completely "mapped out" their transitional processes and procedures, thus limiting the effectiveness of computerized tools. Additionally, due to either a lack of training, up-to-date software, and/or not understanding desired input and output requirements, airports typically fail to fully harness the power of these tools. One often, but very critical, overlooked barrier to success is the failure to involve operations and maintenance staff during the entire capital process—from planning, through procurement, and all the way through to commissioning.

Objective (What is the desired product or result that will help the airport industry?)

Develop a "Play Book" with detailed standards, specifications, and process flows to help airport operators with the accurate and timely delivery of new and replacement asset information/meta data to key airport stakeholders responsible for tracking and maintaining airside and landside assets.

Approach (Describe in general terms the steps you think are needed to achieve the objective.)

Determine the Current State: Perform interviews with various airport asset data stakeholders on existing processes and procedures for the development and dissemination of asset data from concept to operations and maintenance. If appropriate, other asset-intensive industries, such as colleges and universities, manufacturing, and pharmaceutical, could also be interviewed.

Identify Gaps: Analyze interview data to identify common trends, gaps, and barriers to success in existing transition processes and technologies.

Identify Best Practices: Develop solutions to commonly-identified problems in a manner that best serves the entire airport community.

Prepare the Guidebook: Document recurrent themes for transitional failures and develop a holistic, but practical, approach to implementing best practices to avoid, minimize, or mitigate the most commonly-identified failures, which includes people, processes, and technology.

Cost Estimate and Backup (Provide a cost estimate and support for how you arrived at the estimate.)

Estimated Cost: $400,000.00
Estimated Schedule: 18 months

Related Research - List related ACRP and other industry research; describe gaps (see link to Research Roadmaps above), and describe how your idea would address these gaps. This is a critical element of a synthesis topic submission.

ACRP 09-14
ISO 55000
ACRP Report 49
ACRP Report 69
ACRP Report 92
ACRP Report 116
ACRP Report 155

Idea No. 268