Data gathering and record keeping are critical components of an infrastructure maintenance program. Work crews must keep accurate and consistent records of what they observe when making inspections and of what they accomplish in performing regular maintenance tasks, such as line cleaning.

Traditionally, municipal depart-ments have used paper forms or cards to record data on assets such as manholes and sewer main segments. This approach tends to be cumbersome and error-prone. Paper records are easily lost or damaged. In addition, once the data is collected, it must be manually keyed into a computer system, a potential source for mistakes.

In addition, during the time lag between the capture of data and its entry to the system, the infor-mation is invisible to managers. As a result, problems uncovered in the field may go unaddressed for a significant period.

FlexSystems LLC of Lafayette, Colo., has devised an electronic method of collecting data from the field and transferring it seamlessly to communities’ existing data systems. The FlexOps data collection systems let crews gather information on PDAs and at day’s end upload it to a computerized maintenance management system (CMMS) or other asset management software.

The company typically customizes the system to accommodate the information gathering system a community is already using. The technology essentially digitizes and automates processes.

FlexSystems representatives demonstrated the technology for Municipal Sewer & Water by way of the Internet on June 3, using a program set up for a wastewater agency for inspecting manholes and documenting line cleaning. Sales engineer Steve Sparks led the demonstration, assisted by president Tom Echsner and vice president Mark Cowley.

Walk-around

The FlexOps system typically uses Intermec CN3 ruggedized PDAs. The devices include both a stylus-operated touch screen and a keypad. The unit measures 7 by 3.5 inches and can be easily hand-carried or stored in a holster.

Data collected on the PDA is uploaded to a FlexSystems database and from there delivered to the community’s computerized systems. Upload can be accomplished by way of local docking stations, 802.11 wireless network, or GPRS cell phone.

The data gathering system is set up on the PDA to guide users through a series of standard questions, the vast majority in yes/no or multiple-choice format. “The idea is to make it quick and simple for people in the field to use, with as little writing as possible,” Sparks notes.

Questions appear on the screen in sequence with simple check boxes filled in using the stylus. A Notes function allows users to add free-form comments on their obser-vations using an alpha-numeric keypad that pops up on the screen. Some questions are set up with a default response. Responses that differ from the default then generate automatic exception reports. All transactions are automatically date- and time-stamped.

Operation

In the online demonstration, Sparks brought up an image of the PDA screen and showed how a technician clocks in by entering an ID number. He explained that the community used in this example has organized its manhole inspection and cleaning according to routes, which are selected from a drop-down list. (Assets being checked also can be identified using attached PVC or metalized bar codes coated with Teflon).

Sparks began by selecting a manhole from the drop-down list. A screen opened showing its ID number, its original and rehab materials, its corrosion rating, and the date of its last inspection (Figure 1).

When he touched OK, a screen appeared asking: Perform Surface Inspection? Clicking YES brought up the first in a series of programmed questions: Disagree with Original Material? (Figure 2.) Touching YES revealed a list of other materials from which to choose (Figure 3). Sparks selected PL Precast.

On additional screens, Sparks was able to record lining condition (Good, Fair or Poor), evidence of corrosion (Yes or No), level of corrosion (Slight, Moderate, Severe) presence of structure opening defects (Yes or No), and nature of structural defects. (This set of two screens, the first of them shown in Figure 4, allowed him to select multiple options, and he chose three of eight.)

The next screen asked for other structural opening defects, and checking YES brought up a screen on which to enter free-form notes using touch keys on the PDA screen. The steps continued with screens asking for defects in the manhole structure, evidence of infiltration and surcharge, debris, step condition, and percentage of the pipe full. Each question called for only check-box answers or entry of numbers.

That concluded the inspection, after which the user would select the next manhole from the drop-down list. When Sparks quit the inspection route, the initial screen reappeared, this time with a red check mark in the lower right corner, indicating data in need of uploading (Figure 5). A touch of the COMM button followed by the START button began the upload process. The check mark disappeared when the upload was done.

Sparks then showed the process managers would use to display shift log reports, exception reports, and other information. The system can be configured to send exception reports automatically to the appropriate parties.

Next, Sparks went through a shorter but similarly configured sets of screens to demonstrate data crews would enter when cleaning sewer main segments. Questions asked whether material was removed, what materials, level of effort required, and general observations.

Sparks also walked through the process of generating a work order request from the field. That series of screens included selecting the issue (Figure 6), and assigning priority (breaking, routine, emergency, scheduled shutdown, long-term).

Observer comments

The FlexOps system appears to be an effective replacement for paper-based data collection. The technology is easy to use and comes in a robust PDA package that will withstand abuse in the field and perform reliably in adverse conditions.

An advantage of the technology appears to be versatility — it can be used for many purposes beyond the demonstrated manhole inspections and line cleaning. Other applications include performing inspections and maintenance on equipment in water and wastewater treatment plants and collecting laboratory data. The data can be used to document compliance with state and federal permit requirements and regulations, as it captures records of work done, when, by whom, and the results.

Manufacturer comments

Sparks describes FlexOps as a mobile platform designed to increase workforce productivity and give managers full visibility of what is done in the field, how it is done, and how long it takes.

“With a paper-based system, pages can get wet, damaged or lost,” he says. “You can also end up with random data scrawled on the page. Then the data entry person has to contact the field people to explain or verify information. That’s very inefficient, and the field technician may not even recall what he actually wrote about a specific asset several days or weeks ago.”

He observes that in addition to field data collection, the FlexOps system can be used as a standard operating procedures guide for correcting issues or, if necessary, escalating them to the proper party. It also can be used to generate work order requests in the field.

Finally, the PDA can include a field operation and maintenance procedures manual, guiding a technician step by step through processes such as starting pumps at lift stations or making basic repairs on specified equipment.

Sparks notes that pricing depends on variables, such as whether the customer uses an Access or SQL database, whether the PDAs will be used wirelessly, and whether custom integration is needed. The quantity and features of the PDAs also affect the price.

“Most installations run from $20,000 to $50,000, which usually amounts to about $250 a month per PDA on a three-year purchase plan,” he says. “That means with as little as a 3 percent productivity improvement, the system will pay for itself quickly.”