NASA Langley Research

2. NASA Langley Research Deploys Digital Pen Technology for GIS Updates to Automate Facilities Inspections Sean Johnson Adapx

3. Facilities Management Challenges The Challenge: managing facilities information collected on paper • As soon as facility operations begin… • Maintenance begins requiring inspections, repairs • Building conditions change requiring construction and updated designs • Facility ops integrate with other workflows such as asset, personnel management • Data is easily collected on paper, but operational processes slow down • Getting data off paper has high operational costs in time and resources • Poor visibility into building conditions delay repairs, drive up costs • Mobile computing alternatives are complex and expensive to buy, support

4. Case Study - NASA

5. Situation • NASA Langley Research Center (LaRC) has been on the bleeding edge of technology and innovation when it comes to their office space utilization optimization. • Early adopters of technology, The GIS department at NASA LaRC is always looking for new tools and procedures to gather and manage the ever changing facilities, staff and room configurations at the vast Langley campus. • Thousands of people, working around the world to accomplish the mission of space exploration, scientific discovery and aeronautics research

6. Challenge • NASA LaRC was asked to cut costs and at the same time support alterations in mission requirements from aeronautics to space exploration. They established a goal to reduce 25% of their land use, buildings and personnel. This meant that essential information on space allocation would change drastically and those changes needed to be documented. • Vast areas and structures around the world in constant renovation • GIS database used for space planning/optimization containing all floor plan data (floor, roof, wall, window, drains, electrical, communication jacks, …) is not in sync with infrastructure changes • Current data collection method uses standard pen and paper to mark up maps and capture field notes. Paper is scanned for archive, originals are sent to GIS for transcription and geodatabase update “This process has been broken for years and we’ve tried to get this done and get it done efficiently” William Ball GIS Manager, NASA Langley Research Center

7. Solution • Switch to digital pen and paper for data collection.. • Digital field notes of configuration changes made on the paper map • GIS gets digital version of data for geodatabase update and QC “it’s easy for the person collecting the data and there’s no guesswork for our GIS tech as to what he’s trying to tell us. The information goes straight in and we can archive it without making a scanned copy” William Ball GIS Manager, NASA Langley Research Center

8. Results • Same data collection workflow, no re-training, instant GIS data with no transcription errors or time lag • Archives are digital • Survey time was cut in half • Errors reduced by 80% • Overall survey costs reduced by one third

9. Future Application – Roof Survey • The GIS department at NASA LaRC is already planning on new ways to utilize digital pen technology. The Operations and Maintenance department does roof top surveys and they will use it for documenting HVAC and other equipment. “This would be a highly desirable solution to have folks take a piece of paper to write on. After all, it’s much easier to carry a clipboard to the roof instead of a tablet. If it drops, you don’t have to worry about it breaking into a million pieces” William Ball GIS Manager, NASA Langley Research Center

10. Future Application – Storm Surveys • At NASA Johnson Space Center, during major storms, emergency crews must check and assess building problems (windows blown out, damage to roofs). They have considered using laptops but in the middle of a storm they anticipate problems with electronic hardware as well as the cumbersome nature of large form factors. Using Rite-in-the-Rain 11 x 17 paper would be optimal for the process. Funding for this process has recently been allocated.

11. Future ApplicationCircuit Breaker Documentation • Federal requirements for documenting circuit breakers has been a multi-year process currently being done with 5 laptops. Synchronizing the laptops with the master database has been problematic and they determined the hardware is overkill for the process. A simple form created and digitally enabled with Excel could replace the need for the laptops, reduce training expenses and easily integrate with the existing database.

12. NASAPen and Paper Data Collection

13. Streamline Documentation • Handwritten data on building plans and forms automatically digitized, tracked • Notes, Forms instantly digitized on site at facilities with digital pen • Data integrated into original files • Changes immediately documented and available to teams by email or on the network Design Teams ArcGIS, Autodesk Design, Change Forms, Punch lists • Inspection reports • Marked up building designs, as builts • Maintenance work orders Facilities Managers MS Office Office Printer • GIS • Office • CAD • PDF Accounting MS Office ERP • Track conditions better • More efficiently deploy service personnel • Cut operational costs

14. Automating Paper Forms Paper form printed from Excel – filled out by hand Work items automatically digitized, formatted Record of field worker, pen, date and time of data entry • Dates, numbers, signatures • Lists, checkboxes Automatic Reports in Excel

15. Automating GIS Speeding field mapping and GIS data collection with paper maps 1. Define map view in ArcGIS 3. Data integrated into ArcGIS 2. Print and collect data Automating CAD/PDF Faster building plan tracking with Autodesk and printed plans 1. Print CAD plan 3. Document changes, update designs in Autodesk 2. Mark-up plan

16. Digital Pen and Paper Demonstration

17. Mobile Technology Comparison

18. Benefits • The benefits of paper • Anyone, anywhere • Large formats • Paper record Time and cost of processing and transcribing paper: Expensive resources taken from operations to inefficient processes • The benefits of digital data • Immediate access • Structured forms in Excel • Design Updates in CAD, ArcGIS Speed data processing of assets: Avoid additional costs purchase, support, training required for mobile computers • Track conditions better • More efficiently deploy service personnel • Cut operational costs • Streamline Operations: • Improve paperwork processing • Digitally document as-built changes