Speaking the same language: Ensuring Your Laboratory Turnover From Construction to Operations is a Smooth One
John Ott, Ohio State University
Don Conover, Gilbane Building Company
One of the most difficult (and often overlooked) tasks associated with building a new complex laboratory space is establishing operation and maintenance practices from the construction documentation on the project. How can you ensure that you have captured all the critical and maintainable assets? What are the possible challenges with defining the necessary maintenance schedules and procedures? How can you overcome them?
The Ohio State University (OSU) is completing construction of a new 27,000 gross-square-foot Biosafety Level 3 (BSL-3) agricultural laboratory facility on its Wooster, Ohio campus. This presentation explores how OSU resolved those concerns with an enhanced process for converting construction documentation and information into usable operation and maintenance information.
As part of the BSL-3 laboratory construction, OSU needed to prepare its existing TMA Systems facility management software with any critical space, asset, and preventive maintenance data necessary to properly operate and maintain this complex facility. Contracting with Gilbane FM Services, OSU made the decision to apply an enhanced turnover to operations process to ease the typically dreadful turnover of the new facility.
The process included drawing and data extraction from construction documentation, field surveying space and assets, barcode tagging, development of manufacturer-recommended preventive maintenance schedules in accordance with OSU maintenance standards, capture and linkage of electronic documents and digital images, required spare part information, and safety procedures. In addition, appropriate levels of training and support were provided to OSU's facility management personnel to familiarize them with the new data incorporated in to their TMA Systems software.
As a result, OSU now has a facility management system that is ready to support the OSU facility management team immediately upon the turnover of the laboratory facility. The university did not have to deal with the extra burden on its maintenance staff to capture and load data into the existing facility management system. The information was accurate and timely. Appropriate preventive maintenance work tickets are being generated to insure the warranties of the facility and assets remain valid.
In addition, OSU will maximize the useful life of the new facility and equipment and minimize unexpected breakdowns. OSU's facilities staff will be able to forecast their increased operation and maintenance responsibilities for planning and budgeting purposes.
Biographies:
John Ott is currently the head of facilities services for The Ohio Agricultural Research and Development Center (OARDC) in Wooster, Ohio. OARDC is a regional campus of The Ohio State University, which focuses on agricultural research. OARDC is a leader in plant and animal research, and recently completed the construction of a 27,000-square-foot BSL-3 agriculture facility. Mr. Ott has been with OARDC for more than 14 years and oversees a staff of 54 employees. Prior to working for OARDC, Mr. Ott was the director for facilities services at Kansas State University.
Don Conover has more than 22 years of experience in facilities management with several high-tech companies. His diverse skills include project management, space planning, computer-aided design and drafting, move planning and coordination, maintenance operations, construction management, computer aided facilities management/computerized maintenance management system administration, and process reengineering. Mr. Conover's primary role on numerous projects involves the management of Gilbane's unique electronic transition to operations (eTOP) service and facility management services, including system implementation. eTOP involves the collection and extraction of critical construction data and integration into various CAFM/CMMS/IWMS applications to provide more than electronic documents at turnover. This prepares clients to take full ownership of their new facilities. Mr. Conover's clients include Verizon Wireless, LSI Inc, City of Malvern, Kerry Americas, Nationwide Childrens Hospital, ExxonMobil, Maryland Stadium Authority, St Elizabeth Hospital, and Architect of the Capitol.