Portsmouth Naval Shipyard (PNS) is publishing facilities data on its Intranet to over 3000 users, spread across three work shifts. Widespread access to Shipyard maps, drawings, and database information has helped to streamline business processes and improve asset management. Applied Geographics, Inc. (AGI), from Boston, Massachusetts was selected by the U.S. Navy to build this solution, known as the Integrated Facilities Data (IFD) system. AGI selected MO/IMS along with general-purpose Web and database technologies to interface to legacy data, including AutoCAD files, Microsoft Access, and Oracle databases. AGI is currently working with the Navy on a regional rollout strategy for IFD.
One of the best ways of achieving cost savings across an organization is to get useful data into the hands of people who need it to do their jobs -- when they need it, and in a form they can use. At Portsmouth Naval Shipyard (PNS), the Facilities Engineering Division of the Public Works Department has a wealth of detailed CAD and database files, which are of value throughout the installation in the support of daily operations, construction, maintenance, and repairs. Previously, these files were not easily accessible on the shipyard’s network, and typically were obtained by special request, or as hard-copy plots and reports. Nor were the CAD files generally viewable in conjunction with the database files and contract documents that relate to facilities management.
Facilities Engineering at PNS wanted to make these various files more widely available in an integrated fashion, to more efficiently and effectively support other departments on the shipyard, and other Navy Activities and Commands with which PNS does business, such as NAVFAC, NAVSEA and CINCLANTFLT. This was the basis for an Integrated Facilities Data (IFD) approach at PNS, using GIS and related technology for multi-media data display and management. Applied Geographics, Inc. (AGI) was selected to be the principal consulting firm for this initiative, working in cooperation with Esri on developing the initial prototype. This project was one of the original US Navy Smart Base initiatives, chartered in 1997.
IFD enhanced the availability of accurate, up-to-date maps, drawings, and database tables in an integrated fashion. This reduced duplication of effort, enhanced inter-departmental business processes, and provided other departments with easier access to facilities data to perform their mission. The IFD initiative began by defining cross-functional business interactions and compiling a catalog of existing data. The goal was to identify overlapping data requirements and eliminate duplication of effort in both data collection and maintenance. A preliminary analysis of the various functional areas indicated a major opportunity to collaborate by disseminating drawing data more readily.
In consideration of these findings and the availability of existing data, AGI developed a rapid IFD prototype, using ArcViewIMS to access a variety of automated facilities data in an integrated and simple manner. Facilities data includes maps, drawings, photographs, reports, and database information. The IFD prototype was judged as a success, and a plan was formulated for full development and deployment at PNS. While ArcView IMS provided adequate functionality for the prototype, it was less than ideal for meeting AGI’s overall objectives, due to a combination of performance, customization, and configuration concerns. Instead, (MO/IMS) was chosen for the production version of the IFD system.
The rationale for how functionality is grouped within IFD is based on the initial needs analysis, feedback from the rapid prototype, and the ongoing evolution of user requirements. Currently, IFD offers a growing number of Web-based applications, including the following:
Building Data Server: This application allows an end-user to view a map of the Shipyard, select a building from the map or a list, and view details about the building. These details include Floor Plans, Trouble Calls, Work Requests, Contract Drawings, Asbestos Surveys, and Photos as available.
Shipyard Assets Map Server: This application presents the user with a basemap of the shipyard, and a legend with layer control. The user can check-off the layers in the legend that he/she wants to view, and display on the map. Layers include shipyard utility systems, environmental data, and other relevant features.
Thematic Views Server: Shipyard staff has developed many special-purpose maps showing particular themes, in both the ArcView and AutoCad environments. An on-line list of these maps is maintained as part of IFD, and an end-user can select a map from the list and view it on his/her browser. Map themes include Land-Use, Archeology, Environmental Monitoring Sites, Space Management Plans, and more – the list grows as new maps are produced and made available through IFD.
Crane Data Server: The Shipyard is an industrial site, and heavy equipment is essential to its operation, including cranes. Cranes at the Shipyard are carefully inspected and maintained, and a record of this work is kept in "tag log" databases. These databases are accessed by IFD and presented to end-users to help determine crane availability. Maps and drawings are also presented through IFD to show location of both bridge and portal cranes.
Hazardous Safety Management System (HSMS) Server: Tracking hazardous materials is important at PNS. The HSMS IFD application allows end-users to find materials based on location and quantity available. A map of the Shipyard can be used to select a building to determine its inventory of materials, or a material name can be entered to find its location. IFD also presents the user with floor plans showing more precisely where materials are stored within a given building. In addition, user-defined buffers can be generated around a building to determine other buildings within the specified distance, and their contents.
Contracts Drawings Server: For many years, PNS has received CAD drawings in electronic format as a contract deliverable from A/E firms. This application allows users to access and display the drawings associated with the many A/E contracts for different facility systems, such mechanical, structural, electrical, and more. The drawings are associated with specific buildings, and can also be retrieved via contract number.
On-line Work Requests: This is the most recent addition to IFD. It gives users an on-line form to enter and submit information about a deficiency or work request. It also presents the user with a map or drawing on which he/she can "mark-the-spot" of the problem being reported. This application feeds a database used by Facilities Engineering staff for work input control.
The objectives for IFD to address were driven by both installation-specific and Navy-wide issues, and can be best summarized as the initiative to improve efficiency and effectiveness in mission readiness, while achieving measurable cost savings. More specifically, the IFD initiative at PNS included the following objectives:
AGI employed a phased approach, which was both iterative and controlled. It was iterative to the extent that adjustments were made en route based on user feedback, lessons-learned, and the rapid evolution of technology. It was controlled to the extent that PNS established a cross-functional Working Group to provide oversight and guidance from both Facilities Management and Information Technology perspectives. This Working Group has evolved into a de facto Community of Practice from a Knowledge Management standpoint, and has sustained itself for nearly four years.
Phase I (circa 1997-1998) included a cross-functional needs analysis and rapid prototype. Phase II (circa 1998-1999) included the implementation of applications, which were specified in Phase I, based on user feedback from testing the prototype, as well as the results of the needs analysis. Phase III (circa 2000-present) included refinements to the system to meet enterprise-wide objectives and incorporate lessons-learned.
Overall, the approach was geared to show results quickly, to gain support across functional areas, and to collaborate to achieve the greatest cost savings. Rather than employ a lengthy "waterfall" approach to system development (plan, design, build, implement, test, document and train), AGI utilized rapid development and deployment methods. The prototype was based on the existing Information Systems infrastructure supported at the Shipyard, supplemented with a minimum of new technology.
The "waterfall" approach was conscientiously eschewed, given that it increases the gap between expectations and final capabilities, since it is often many months, or years, before the end-user is able to actually use the system. This has been a problem with monolithic approaches to Facilities Management and GIS in the past. AGI sought to avoid this gap, and get useful data and capabilities into the hands of users, as soon as possible. Therefore, the prototype effort in Phase I began with an accelerated needs analysis, to quickly assess cross-functional needs, and to characterize existing data, methodology, and technology. This information, and the documentation of the process, became part of the Knowledge-base established and used by the IFD Working Group.
By using rapid deployment methods, AGI built a working prototype system within 120 days, based on Commercial Off-The-Shelf (COTS) technology, including ArcView IMS for Esri. This put something out into the hands of users quickly, and user-feedback then helped to drive its future development and evolution. The necessary COTS hardware and software was not developmental, but its application to Facilities Management objectives was innovative. AGI provided services to implement the technology in an integrated and accelerated fashion, and also provided a basis for migration toward standards from the Tri-Service CADD/GIS Technology Center, as well as eventual linking with the Naval Facilities Asset Data Store (NFADS).
A well-done CAD file typically has all the necessary accuracy, detail, and differentiation to provide the best graphic representation of facility features of both man-made and natural origin. GIS becomes a way of accessing this data in an integrated fashion, in conjunction with contract documents and facilities data stored in relational databases. A simple digital map, with links to drawing files and attributes, can serve as a "window" into the data -- one that is easy to understand. This is the basic concept for linking land and facilities asset data within the IFD context.
In addition to ArcView IMS, the COTS software for the initial prototype included ArcView, AutoCAD, and relational databases (Access and Oracle). ArcView was a new tool for the Facilities Engineering (FE) staff, and required specific training. Its built-in CAD reader was immediately useful at PNS, but its analytical capabilities are still not fully exploited, due to the learning curve. As for AutoCAD, it has been in use by FE staff since around 1987, and has been used to create and maintain a large collection of accurate facilities drawings, which are inventoried and stored in electronic form. These products are still being used, with the exception of ArcView IMS, which was replaced by MO/IMS as previously mentioned. After the migration to MO/IMS, IFD applications were built and optimized to take advantage of this environment, and complementary ASP and HTML developments were refined.
In addition to CAD files, PNS has a large and diverse collection of tabular data, stored in relational databases (both Access and Oracle) which the IFD Working Group targeted for linking to the drawing files. It was firmly believed that integrated and widespread access to these disparate files would enhance the return on investment in the data, and get it into the hands of people who needed it to do their jobs.
IFD was deployed on the technology infrastructure supported by the Information Systems Department at PNS, including an Intergraph Pentium-based quad-processor server, provided by the IS Department. Eventually, the Facilities Engineering Division purchased its own servers, which continue to be housed and supported by the IS Department. One server is used as a development machine for testing and staging new features, and the other is the actual production server for end-user access.
PNS has been able to save money with this technology in proven ways. Integrated land and facilities data helps to show current use, potential uses, or limitations in an easy to access electronic format. It enhances planning efforts across many different departments and tenant activities, and is beneficial in relationship to MILCON planning, responding to data calls, providing input to other activities on available assets, and enhancing communication related to regional maintenance. The following is a summary list of the perceived cost savings from easily accessible, integrated land and facilities data:
These benefits and cost savings were quickly apparent. It is only logical that a shared repository of land and facilities data, available on-line for viewing and analysis, should make job performance easier and more effective. For example, persons requiring such information can obtain immediate access without needing to leave their offices, by simply going to their Web browsers. This saves the time it would take for personnel to physically go from one office or building to another to collect maps and drawings. It is a simple and tangible benefit of the IFD system at PNS.
Common data is linked, eliminating unnecessary duplication of data. Customized reports and drawings are generated with considerably less effort, and having data on-line makes it possible to mix-and-match maps of different assets (e.g., view buildings, rails, roads, and restricted areas) to gain a comprehensive picture. The same staff who currently maintains the databases and drawing files continues to do so, ensuring on-line information is kept current without any additional resources. This helps to ensure that only the most current data is used to support decision-making.
Land and facilities data, readily available in electronic format, obviates the need for A/E firms to charge for many redundant data collection and automation tasks during design. Thus, since A/E firms accomplish the majority of design work, the availability of electronic CAD/GIS data from a Web browser has lowered the costs for completing projects. Currently, due to security requirements, A/E firms must still be on-site at the Shipyard to realize this benefit.
Another benefit has been the availability of data to support Navy Regional and Fleet-level aggregation. This is evident as part of the recent Integrated Installation Management (I2M) program underway with CINCLANTFLT. In fact, the name of the IFD system is being changed to reflect its synergy with the Fleet’s initiative, and will be called I2M/Portsmouth. AGI is intimately involved with this effort, as well, serving as a subcontractor to Unity Consultants. I2M will facilitate data transactions and data mining across Activities, Regions, and CINCLANTFLT to support common mission requirements and business processes. The initial focus is on Real Property Management (RPM).
The implementation of a system such as IFD requires both institutional and technological support. The institutional support is required to ensure that there is a commitment of both management and staff to leverage existing investments while taking a new look at both departmental and inter-departmental business processes. The technological support is required to establish the infrastructure for electronically sharing and integrating data across functional areas, including compliance with local security requirements.
In addition, developers of a system such as IFD need to be cognizant of Navy-wide corporate issues, such as regionalization, privatization, outsourcing, business process redesign, and security. The phased approach allowed AGI to first build simple tools to satisfy some basic facilities requirements, while also making a foundation of information available to a very wide range of users with common data requirements. Each phase was thereby used to help garner additional support for the overall program and objectives.
AGI chose client-server architecture to meet overall IFD requirements, including three categories of desktops, as well as servers and network technology. The desktops are all capable of supporting office productivity tools, such as Microsoft Office. In terms of other characteristics, the desktops and servers can be summarized as follows:
One of the benefits of IFD has been an enhanced understanding and willingness to migrate data to a more corporate, normalized structure, as feasible and sensible. Characteristics and features of IFD are described, below. They are listed based on the subheadings of the Smart Base integration model.
Education and training were key success factors for this initiative. Even though the application interface is very self-service oriented, some orientation for early adopters was deemed appropriate to facilitate adoption in their respective departments. Therefore, each phase included tailored, on-site workshops. The workshops were conducted by personnel from Applied Geographics, Inc. (AGI), and were supported by the PNS IFD Working Group. Feedback from each was incorporated into the planning for subsequent workshops. Esri provided support for ArcView training.
Maintenance of both data and technology is a key success factor, as well. PNS needed to be sure that it could sustain the system, and did not want to introduce data or technology requirements that could not be supported. Therefore, emphasis was placed on leveraging existing resources to the maximum extent possible. Nonetheless, it became clear that IFD system support was something new that needed to be funded and staffed. Currently, AGI provides this service. In addition, both the Facilities Engineering and Information Systems departments provide direct support as mainstays of the IFD Working Group.
Several factors have contributed to the ongoing success of the Integrated Facilities Data (IFD) system at Portsmouth Naval Shipyard (PNS). One is the iterative, but controlled approach. The IFD Working Group makes this feasible, enabling inter-departmental knowledge sharing, problem solving, and conflict resolution. Another is the use of commercial off-the-shelf technology for key components of the system, including MO/IMS from Esri, AutoCAD from Autodesk, Dr. DWG from California Software Labs, and Oracle RDBMS from Oracle Corporation. As these products evolve, so do the capabilities of the IFD system. A third contributing factor is the tailored application suite developed by Applied Geographics, Inc., in close cooperation with the Working Group. This suite represents what end-users encounter in terms of system functionality and usability, and has evolved to reflect user preferences and lessons-learned. Finally, good configuration management and security measures have made IFD a corporately endorsed system.
In the future, IFD will evolve in conjunction with CINCLANTFLT’s Integrated Information Management (I2M) program, to support Navy regionalization objectives. I2M has been designated for implementation as part of the US Navy’s Task Force Web (TFW) top fifty initiative. Functionally, I2M is focused on Navy corporate program management for Real Property Management, to support business processes related to assets and deficiencies. The IFD initiative at PNS has yielded many seminal ideas and considerations for Navy Web projects for Facilities Management applications, and will continue to represent a pioneering and yet practical effort.
The IFD project would not have been successful without the dedicated support of the IFD Working Group, a practical example of an inter-departmental Community of Practice. Long-time members include: John Wyeth, Dan Allen, and Ken Gray of Facilities Engineering at PNS; and, Tom Lebel, Sally Raynes, and Rick Koskovich of Information Systems at PNS. Another success factor was the early support of the US Navy Smart Base Project Office, including Mark Kleinwichs at headquarters, and Mike Myers at PNS. Also, AGI received helpful support from Esri staff, in particular, Rich Laird from the Esri Boston office, and Matt Davis of Esri Federal Systems (Mr. Davis is currently General Manager of the Emerge office in Boston). Finally, the efforts of AGI developers have been especially important, in particular, Andrew Kvaal’s work on Phase I & II (Mr. Kvaal is currently CTO of analine.com), and Charlie Van Dusen’s work on Phase III and beyond. Mr. Van Dusen is AGI’s Senior Software Architect on both IFD and I2M.