NCS000335_09_Work Management Playbook 2015

Work Management Playbook
Consolidated PDF
Date of Playbook Consolidation: 14 September 2015
Note: Please check the Playbook on the CE Portal for the most updated version. Updates are communicated through the
"Playbook Updates" list on the right hand side of each Playbook.

Table of Contents
Overview................................................................................................................................................................................. 3
1.0 Facility Management Program.......................................................................................................................................
5
2.0 Create Service Request................................................................................................................................................10
2.11 U-Fix-It Program...............................................................................................................................................
16
2.16 Facility Project..................................................................................................................................................20
3.0 Plan Work.......................................................................................................................................................................24
4.0 Schedule Work..............................................................................................................................................................33
4.3 Obtain Work Clearance......................................................................................................................................37
5.0 Execute Work.................................................................................................................................................................41
5.5 Input Labor.........................................................................................................................................................45
6.0 Close Work.....................................................................................................................................................................49
7.1 Manage Asset Record...................................................................................................................................................54
Acronymsand Definitions..................................................................................................................................................58
2 1 P a g e

Work Management — Overview
Introduction
Playbook Scoae
Introduction
At the installation level, the Operations Flight (CEO) maintains responsibility for the tracking, execution, and closeout of
facilities and systems maintenance (i.e., "work"). The CEO structures its work in accordance with the Civil Engineer (CE)
work model, allowing scarce resources to be applied most effectively to address life -cycle management and mission
priority. In addition to the traditional role of interfacing with customers to gather and validate emergent requirements, the
CEO focuses on proactive systems performance analysis, resource optimization, and life -cycle requirements planning.
The cradle -to -grave focus on executing asset management answers two of the basic questions that Civil Engineers face:
Where is the best place to invest our time and money?
How do we get the most out of every dollar we spend?
This Playbook reinforces standard business processes for Operations Work Management to be executed in TRIRIGA and
promotes better decision -making to meet critical Air Force missions and operations in a resource -constrained
environment. Saying such, per Air Force Instruction (AFI) 32-1001, Operations Management, 16 Oct 2014 states,
"Operations Flights will utilize Playbooks to receive guidance on how to meet the requirements dictated in this AFI (T-2)."
For more information on work priorities, please refer to the Operations Engineering Playbook. For more information on
the NexGen IT initiative, please visit the CE Portal NexGen IT homepage.
Note: For TRIRIGA routing/viewing purposes, normal Shops and groups of people are referred to as Workgroups (e.g.
Customer Service Unit (CSU), Operations Engineering, Materiel Control and the Work Request Review Board (WRRB)).
Playbook Scope
Limitations. This Playbook does not replace, supersede, or circumvent existing Department of Defense (DoD) or Air
Force policy.
Applicability. The Playbook is primarily directed towards Operations Flight personnel to support the planning and
execution of work tasks.
Return to Table of Contents
3 1 P a g e

Work Management — High Level
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Work Management — 1.0 Facility Management Program
Introduction
Roles and Responsibilities
Narrative
Introduction
Facility Managers appointed by their organizational commander are responsible for the care, custody, and protection of
assigned real property in accordance with all applicable directives. Facility Managers are the primary point of contact
(POC) for all fire, safety, security, energy, environmental, services, and maintenance requirements related to their
assigned facility. Only an E-5, in accordance with (IAW) Air Force Instruction (AFI) 32-1001, Operations Management,
and above, or civilian equivalent (not excluding contractors) may be appointed as a primary or alternate Facility Manager.
Alternate Facility Managers perform all duties in the absence of the primary Facility Manager.
Besides Air Force Instruction (AFI) 32-1001, Operations Management and this Playbook, several other AFIs and
programs inside and out of Civil Engineering (CE) define requirements for Facility Managers. As such, Facility
Management training programs and Facility Management Handbooks at the local level should ensure they address those
as well. AFI 32-1062, Electrical Systems, Power Plants and Generators and AFI 91-203, Air Force Consolidated
Occupational Safety Instruction are two that define responsibilities of Facility Managers.
"Facility Manager" is a TRIRIGA security group that when given to users will allow them the capability to submit Service
Requests. A security group identifies a set of user IDs and the access that the group has to records and what can be
done with the records. Groups are managed in the Security Manager. Facility Managers should only submit Service
Requests for those locations/buildings for which they are identified as the FM. Currently in TRIRIGA, the Facility
Managers can select any location. To get a listing of all Facility Managers a report would need to be created that pulls
everyone with the Facility Manager security group.
As prescribed by the Secretary of the Air Force, Office of Business Transformation (SAF/US(M)), all USAF Civil Engineer
Units with Facility Manager program management responsibilities will create and maintain an online repository (e.g.,
SharePoint) of Facility Manager program information, related training materials and any other Facility Manager information
prescribed locally and advertise the location to Facility Managers.
USAF level Facility Management support material will be posted at the AF Facility Management Program website, which
is available in the references section. See attachment 1 for the general playbook address to find the associated Facility
Management Playbook.
Roles and Responsibilities
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Unit Commanders ' Appoints Facility Managers
• Notifies Operations Engineering
Operations 0 Updates Facility Managers' database
Engineering 0 Trains Primary and Alternate Facility Managers
Facility Manager Completes Training
• Maintains Continuity Book
Narrative
Entry from Process 2.0 Create Service Request, Step 2.12.
Step 1.1 — Appoint Facility Managers
Role: Unit Commanders
Only the Unit Commander can appoint a primary and alternate Facility Manager for each facility assigned to the
organization; the minimum required grade of appointees is E-5, IAW AFI 32-1001. The appointment memorandum
will identify one primary and one alternate Facility Manager, their assigned facility numbers, unit, office symbol, duty
phone, home phone, cell phone or pager, CAC expiration date, and date eligible for return from overseas (DEROS), if
applicable. After Facility Managers are appointed, the Unit Commanders notify Operations Engineering of the
5 1 P a g e

appointment by forwarding a copy of the signed appointment memorandum. An email notification is standard but
must include a scanned copy of the signed appointment memorandum.
Proceed to Step 1.2.
Step 1.2 — Update Facility Manager's database
Role: Operations Engineering
Operations Engineering inputs the Facility Manager's information from the appointment memorandum into the
managing database of record within five duty days of receipt. If a different section or flight performs updates,
Operations Engineering is still responsible for ensuring the updates are accomplished within the prescribed time.
An updated Facility Manager list with home phone numbers, cell, or pager numbers must be provided each month to
the Fire Emergency Services Flight (FES), Command Post, Law Enforcement Desk, and any other 24-hour life,
safety, or security operation. As such, this list will have to be manually maintained outside TRIRIGA (such as an
excel document) until such time as an update (future TRIRIGA release 1.1 or further) is made in TRIRIGA to
accommodate the automated System Authorization Access Request (SAAR) process and fields needed to manage
the Facility Management Program. An electronic copy is sufficient unless a hardcopy is specifically requested. It is
the releasing agent's responsibility to comply with AFI 33-332, Air Force Privacy and Civil Liberties Program.
Proceed to Step 1.3.
Step 1.3 —Train Facility Managers
Role: Operations Engineering
Operations Engineering provides the primary and alternate Facility Managers a briefing within 10 duty days of their
appointment. This briefing can be face to face or an informal email. It should cover basic requirements that they will
need to accomplish including any web -based training (WBT) for access to TRIRIGA, standard ADLS Facility Manger
Training (If developed by Air Force Civil Engineering Center (AFCEC)), a formal Face -to -Face training date letter for
them to sign and return (letter should stipulate that if they do not attend the formal training that their account in
TRIRIGA will be suspended and they will not be able to submit non -emergency requests), and any other interim
information or requirements.
Note: TRIRIGA WBT will be provided to Operations Engineering by the Facility Manager as proof of training before
they are provided the SAAR process and granted access to TRIRIGA.
The formal training should be performed within the first 60 days of appointment but will not exceed the 90-day point.
Group training is ideal until AFCEC-developed Advanced Distributed Learning System (ADLS) Online Facility
Manager training is available; however, one-on-one training should be conducted as necessary. Facility Management
and training is currently updated/managed in Automated Civil Engineering System - Real Property (ACES -RP). With
TRIRIGA, the Facility Management program will have to be managed outside TRIRIGA until a future update to
TRIRIGA is accomplished that enables this capability. Operations engineering should export Facility Management
data from ACES -RP prior to sun downing ACES -RP and manage the information via excel or unit specific desired
process.
Operations Management or designated Facility Management program manager will coordinate with subject -matter -
experts (SME) on formal training content and be prepared to brief those topics when the specific SME cannot
participate in a training session. If formal training is accomplished electronically, it must include a comprehensive test
or other means of validating completion.
Operations Management will conduct annual refresher training by sending a revalidation questionnaire to be read,
signed, and returned to Operations Engineering. Along with this revalidation questionnaire any updates to pertinent
information that affects Facility Managers should be provided to include a synopsis of changes to the original Facility
Management Handbook over the past year. Operations Engineering should update Facility Management database
training date when revalidation is finalized/completed. Training topics can include:
• Create Service Request process
• After-hours emergency requests
• Work Priority System
• Response times to different types of work
6 1 P a g e

• U-Fix-It Program
• Preventive Maintenance (PM) Program
• Facility maintenance inspection program and schedule
• Local work and contract priority systems
• Hazardous spill notification procedures
• Hazardous Material (HAZMAT) disposal procedures
• HAZMAT storage
• Fire prevention requirements
• Life and safety requirements
• Facility security and force protection
• Recycle program policy and procedures
• Key control and key/lock replacement process and reimbursement policy
• Facility abuse and reimbursement policy
• Energy conservation
• Mechanical room storage policy
• Shelter -in -Place responsibilities and procedures
• Asbestos and lead health hazards
• Local policies and/or procedures
• Responsibility and importance of communicating with facility occupants (e.g., having facility users identify
issues to the Facility Manager, having the Facility Manager communicate facility issues, policies or other
information facility users should be aware of)
Proceed to Step 1.4.
Step 1.4 — Complete training
Role: Facility Manager
Facility Managers must complete training before they can perform Facility Management duties. When the Facility
Manager fails to attend the training, they will not be authorized to initiate non -emergency service requests or acquire
U-Fix-It materials.
Additional training may be required based on location, unique support infrastructure, or mission.
Additional training topics include but are not limited to:
• Emergency Generator Operations: Operations Engineering in coordination with power production personnel
• schedule on -site emergency generator training within 60 days of appointment for facilities that are equipped
• with emergency generators
• Fuel Tank Custodian: Operations Engineering in coordination with Logistics Readiness Squadron (LRS) will
• schedule tank custodian training within 60 days of appointment for facilities that have fuel tanks
Once the TRIRIGA WBT is completed by the Facility Manager, Operations Engineering should provide the SAAR
process so that the Facility Manager can gain access to submit service requests. Operations Engineering should also
update the facility management database with appropriate dates.
Note: As units sometimes do not have formal training classes in short order after Facility Managers are assigned, they
must provide interim guidance to the Facility Manager until such time they can attend the mandatory formal training
class (no later than (NLT) 90 days after assignment as Facility Manager).
Proceed to Step 1.5.
Step 1.5 — Maintain Continuity Book
Role: Facility Manager
Facility Managers update and maintain a Continuity Book. The book is either a digital or a paper -based product
containing at minimum, the following documents:
Appointment Letter
Local Operating Instruction (Ols)
7 1 P a g e

• Lock Combination List
• Work Order Log
• Service Contracts
• Inspection Records (Facility / Energy)
• Environmental Listings
• Safety / Fire Write -Ups
• Key Inventory / Issue Log
• Floor Plans
• Known asbestos and lead health hazards
• Telephone Numbers
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The Facility Managers update the book on a continual basis in the performance of their duties.
Proceed to Process 2.0 Create Service Request.
Return to Table of Contents
8 1 P a g e

Work Management — 1.0 Facility Management Program
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Process

Work Management — 2.0 Create Service Request
Introduction
Roles and Responsibilities
Narrative
Introduction
The Customer Service Unit (CSU) serves as the focal point for receipt, processing, and cradle -to -grave tracking of all
Base Civil Engineer (BCE) Service Requests (previously performed using AF Form 332, Base Civil Engineer Work
Request and AF Form 1219, BCE Multi -Craft Job Order). In this process, Operations Engineering receives a Service
Request from a Facility Manager / Customer through TRIRIGA or via telephone (in case of emergency) and reviews the
request for accuracy, feasibility, complexity, and priority. During this review, Operations Engineering considers such
factors as whether the request is a duplicate, executable Civil Engineering (CE) work, an emergency, covered under an
existing service contract or warranty, should be performed by the Facility Manager utilizing U-Fix-It Program, or qualifies
as Preventive Maintenance (PM). If the request is accurate and not duplicative, Operations Engineering moves the
request along through the appropriate channels to plan, schedule, and execute the work. During PM work, the
Craftsmen might identify Corrective Maintenance (CM) Work Task(s) and execute on the spot if minor/quick in nature or
defer it to the Shop Foreman to plan/schedule/execute if the CM is deemed to detract from the PM schedule and the
Shop Foreman deems the CM Work Task can wait.
Roles and Responsibilities
pr -t•' - .
• Reviews the draft Work Task to check if it is a duplicate request, executable CE work, an
emergency, under warranty, associated to a Service Agreement, or PM
Operations Updates the draft Work Task as necessary; may need to change the Request
Engineering Classification based on the actual need after reading the description or speaking to the
Facility Manager for clarification; may need to change the work priority; attempts to
associate a real property installed equipment (RPIE) asset
• Accepts or rejects draft Work Task
Facility Manager / Identifies the problem
Customer Creates a Service Request in TRIRIGA or calls Operations Engineering to make the
request
Narrative
Entry from SMS Implementation P/aybook, Process 2.0 Analyze and Plan Work.
Entry from Process 1.0 Facility Management Program.
Entry from Process 2.11 U-Fix-It Program, Step 2.11.4.
Entry from Process 6.0 Close Work, Step 6.8.
Step 2.1 — Identify requirement
Role: Facility Manager / Customer
The Facility Manager or Customer identifies a CE requirement based on their Facility Management training.
Proceed to Step 2.2.
Step 2.2 — Determine if requirement is an emergency
Role: Facility Manager / Customer
Emergencies as defined in Air Force Instruction (AFI) 32-1001, Operations Management, are those requirements
needed to sustain/ensure continued mission operations, "Don't go home" type of work. Operations Engineering
receives a call from the Facility Manager / Customer and determines if the request is an emergency. If Operations
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Engineering determines the requirement is not an emergency, they direct the Facility Manager or Customer to submit
a Service Request.
Note: Service Requests will not be submitted for emergencies; all emergency requirements will be communicated to
Operations Engineering via telephone.
If `Yes,' proceed to Step 2.3.
If `No,' proceed to Step 2.9.
Step 2.3 —Call CE Emergency Service Request line
Role: Facility Manager / Customer
If either the Facility Manager or the Customer identifies a situation as an emergency, he or she contacts Operations
Engineering directly via telephone to initiate the Service Request. Additionally, a Facility Manager or Customer may
contact Operations Engineering via telephone to report a service need not tied to any particular facility (e.g., a broken
water main).
Proceed to Step 2.4.
Step 2.4 — Determine if emergency is CE responsibility
Role: Operations Engineering, Facility Manager / Customer
Operations Engineering determines if the draft Work Task is executable and/or a CE responsibility.
During this stage, CE could identify that the facility is under warranty and corrective actions are covered under
warranty. The CSU Role should annotate such findings on the Work Task and provide that information to the
Craftsman. Craftsman should still mitigate the emergency and verify the deficiency. From time to time, a particular
asset will be under warranty but not the entire facility. As such, a warrantied asset might be identified by the
craftsman at the time of work execution (not initial service request) and the craftsman has to follow up with the
Foreman, after mitigating the emergency, on whether to execute the final repair via warranty.
If `No', proceed to Step 2.5.
If 'Yes, proceed to Step 2.6.
Step 2.5 — Refer to appropriate agency
Role: Operations Engineering
If Operations Engineering determines the emergency is not a CE responsibility, Operations Engineering refers the
Facility Manager / Customer to the appropriate agency (e.g., Non -Real property, user owned, system component).
End.
Step 2.6 — Determine if requirement is duplicative
Role: Operations Engineering
Operations Engineering determines if the requirement has already been reported and updates the existing
requirement in TRIRIGA with any new additional information provided by the Facility Manager / Customer. Operations
Engineering provides the Facility Manager / Customer clarification of status.
If `No', proceed to Step 2.7.
If 'Yes, End.
Step 2.7 — Dispatch Craftsmen
Role: Operations Engineering
Operations Engineering immediately contacts the appropriate Work Center(s) to mitigate the emergency.
Proceed to Step 2.8.
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Step 2.8 — Create Work Task
Role: Operations Engineering
Operations Engineering submits the requirement on behalf of the Facility Manager / Customer in TRIRIGA via Contact
Center. The Contact Center automatically generates a Work Task with associated Service Request.
Note: Emergency Work Tasks will not be downgraded; follow-up Work Tasks will be created with the appropriate
priority in accordance with AFI 32-1001, Section 4. Associate any follow-up Work Tasks with the original Emergency
Work Tasks.
Proceed to Process 5.0 Execute Work.
Step 2.9 — Create and submit Service Request
Role: Facility Manager / Customer
If the situation is a non -emergency, then the Facility Manager or a designated alternate submits the Service Request
through TRIRIGA (legacy established procedures if IWIMS still operating). If a Customer wishes to submit a (non -
emergency) Service Request, he or she must coordinate with the Facility Manager.
The Facility Manager should enter a clear and concise description of the desired work within the TRIRGA fields. Any
supporting documentation should be uploaded in TRIRIGA, to include sketches, plans, diagrams, specifications,
photographs, and any other data or information that provide a complete description of the location and scope of work
requested. The description will include any donated resources or mission -impact related to the requirement.
Where private or non-DoD activities do not have Common Access Card (CAC) capability and access to TRIRIGA,
local support agreements and/or local policy should dictate the process for these customers to submit service
requests to the Civil Engineer (CE) Unit. (E.g., the support agreement allows the bank on base to have a Facility
Manager and submit service requests to CE but they do not have a CAC; the local policy could be that the Facility
Manager a -mails non -emergency requests to CE).
If the proposed work is new work, modification, or minor construction, the Facility Manager should identify the date
that requested work should be completed and should also be explained in detail as to why.
Legacy AF Form 332 should not be used, to usurp TRIRIGA automation, if TRIRIGA is present. It could be used for
new work, modification or minor construction where a Commander's (or delegated officials) is required to annotate
acknowledgement of said organization's requirement. The precise description should be annotated on the AF Form
332 (or Memorandum of Record) and electronically signed in block 11 of the AF Form 332 or electronic/wet signature
on said attached Memorandum of Record. The electronic AF Form 332 or Memorandum of Record would be
attached to the service request as supporting information. New work, modification, or minor construction work that
does not have supporting signed AF Form 332 or Memorandum of record will be returned to the Facility Manager for
follow up action.
Coordination is no longer needed/required on the AF Form 332 in regards to TRIRIGA because it is done within the
TRIRIGA processes.
As identified earlier, for non-DoD CAC customers, the AF Form 332 with electronic/wet signature might have to be
utilized and uploaded into TRIRIGA by Operations Engineering. The automated process would continue from that
point on.
Proceed to Step 2.10.
Step 2.10 — Determine if additional information is required or duplicative
Role: Operations Engineering
TRIRIGA automatically notifies Operations Engineering of a new request. Operations Engineering evaluates the draft
Work Tasks for the following factors:
• Whether a duplicate
• Adequate description of the requirement is provided
• Can be accomplished through U-Fix-It Program
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• Required supporting documents have been provided
• Assigned the proper priority based on the draft Work Task description
If `U-Fix-It,' proceed to Process 2.11 U-Fix-It Program.
If `Yes,' proceed to Step 2.12.
If `No,' proceed to Step 2.13.
Process 2.11 — U-Fix-It Program
Role: Operations Engineering, Materiel Control / U-Fix-It Store, Facility Manager / Customer
U-Fix-It Program: The "do-it-yourself" concept of the U-Fix-It Program entails simple tasks that the Facility Manager
can accomplish, which do not require any special tools, materials, or training to be performed. As such, the Self -Help
Facility Project Program and associated support have been discontinued.
The U-Fix-It Program is a force multiplier, especially in times of constrained budgets and manning. The correctly
administered U-Fix-It Program can improve facilities and foster feelings of pride and ownership. Each installation will
direct its U-Fix-It Program in a manner of compliance with Air Force Instruction (AFI) 32-1001, Operations
Management, Civil Engineering (CE) Playbooks, and uniqueness to its requirements and installation regulations.
Facility Managers / Customers will receive a list of what materiels, tools, and/or equipment that the installation is
providing to support minor maintenance and repair tasks (e.g., changing light bulbs (ceiling height defined in the unit's
Facility Management Handbook), replacing nuts/bolts/screws on facility hardware, replacing switch plates/electrical
outlet covers, etc.).
A Facility Manager / Customer determines if a requirement is covered within the U-Fix-It Program list of materiels,
tools, and/or equipment through prescribed Facility Management training. Details of how the U-Fix-It Program works
and what the Facility Managers duties entail will be detailed in the Facility Management Handbook at each installation
If the Facility Manager, Customer or Operations Engineering determines the requirement falls within the U-Fix-It
Program, the Facility Manager / Customer will visit the U-Fix-It store to obtain the prescribed materiels, tools, and/or
equipment. The Facility Manager / Customer is instructed to submit a Service Request for work outside the scope of
the U-Fix-It Program.
More information on this process can be found in the separate map and narrative in Process 2.11 U-Fix-It Program.
Step 2.12 — Reject / return to Customer for additional information
Role: Operations Engineering
If sufficient information is not submitted with the request, Operations Engineering rejects the draft Work Task with
comments/instructions for the Facility Manager / Customer in TRIRIGA.
Note: Operations Engineering provides comments/instructions in the Resolution Description on the `Work Details' tab
of the draft Work Task prior to rejecting the request.
Proceed to Process 1.0 Facility Management Program.
Step 2.13 — Determine if CE responsibility
Role: Operations Engineering
Operations Engineering determines if the draft Work Task is executable and/or a CE responsibility.
If `No, proceed to 2.14.
If `Yes, proceed to Step 2.15.
Step 2.14 — Refer to appropriate agency
Role: Operations Engineering
If Operations Engineering determines the draft Work Task is not a CE responsibility, Operations Engineering refers
the Facility Manager / Customer to the appropriate agency or CE will defer the work to the appropriate agency (e.g., If
a main water pipe breaks that is not part of the facility, that water pipe is covered by the Utilities Privatization (UP)
contractor).
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If the draft Work Task is not executable, Operations Engineering annotates within the request in TRIRGA alternative
means to have it performed and/or the reason that CE will not perform it. The system then notifies the Facility
Manager or Customer via notification.
End.
Step 2.15 — Determine if Work Task or Facility Project
Role: Operations Engineering
The Workforce Managers in Operations Engineering determines if the requirement is a Work Task or a Facility
Project.
If `Facility Project, proceed to Process 2.16 Facility Project.
If `Work Task, proceed to Step 2.17.
Process 2.16 — Facility Project
Role: Operations Engineering
A Facility Project is created when complex multi -Shop scheduling/execution is required, or the high cost of an in-
house requirement warrants additional management control. A Facility Project requires that a specific set of process
steps be accomplished prior to execution, such as development of a rough estimate, Work Request Review Board
(WRRB) review and approval, development of Work Task labor and material requirements for each Shop (detailed
planning), and coordination with both internal and external stakeholders. Operations Engineering assigns a project
manager to Facility Projects who is singularly responsible for ensuring planning, coordination, scheduling, execution,
and close out is accomplished. The Facility Project record contains both administrative Schedule Tasks that account
for process steps during the creation and close out process as well as standard Work Tasks created during planning
for each Shop involved in the execution of the work to account for labor and materials. The Schedule and Work
Tasks are associated to each other within the Facility Project through dependencies, which allows project status to be
derived and aids in overall management and execution of the requirement.
The Facility Operations (FO) Facility Project is a less complex process used to account for time and materials on
facility operations work for each fiscal year such as snow operations, street/airfield sweeping, utility plant operations,
and non-specific entomology work. This type of Facility Project has fewer administrative processing requirements and
enables the aggregation of cost and labor data for those requirements.
More information on this process can be found in the separate map and narrative in Process 2.16 Facility Project.
Step 2.17 — Determine if Service Agreement
Role: Operations Engineering
If the request is a Service Agreement requirement, Operations Engineering forwards the request to the Contract
Manager.
If 'Yes, proceed to Service Contracts Playbook, Process 1.0 Identify Requirements.
If `No', proceed to Step 2.18.
Step 2.18 — Accept Work Task
Role: Operations Engineering
Operations Engineering completes all required/essential fields, assigns the appropriate Workgroup, and accepts the
Work Task. TRIRIGA notifies the Shop Foreman and the Facility Manager / Customer that the assigned Work Task
has been created and accepted.
Note: The Primary Work Location field on a Work Task/Facility Project will almost always contain a location with a
corresponding Real Property Unique Identifier (RPUID). This is a Real Property Annual Operating Cost requirement.
However, for work on/in a location that does not possess an RPUID (e.g. work supporting the Airshow) Operations
personnel will work with Real Property to create the necessary location records.
Proceed to Process 3.0 Plan Work.
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Work Management — 2.0 Create Service Request
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responsibilityX Task or Facility --*<X>Work Service
Project Task Agreement
U-Fix-It
2.11
U-Fix-It Program
❑♦
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Work Management — 2.11 U-Fix-It Program
Introduction
Roles and Responsibilities
Narrative
Introduction
U-Fix-It Program: The "do-it-yourself' concept of the U-Fix-It Program entails simple tasks that the Facility Manager can
accomplish, which do not require any special tools, materials, or training to be performed. As such, the Self -Help Facility
Project Program and associated support have been discontinued.
The U-Fix-It Program is a force multiplier, especially in times of constrained budgets and manning. The correctly
administered U-Fix-It Program can improve facilities and foster feelings of pride and ownership. Each installation will
direct its U-Fix-It Program in a manner of compliance with Air Force Instruction (AFI) 32-1001, Operations Management,
Civil Engineering (CE) Playbooks, and uniqueness to its requirements and installation regulations.
Facility Managers / Customers will receive a list of what materiels, tools, and/or equipment that the installation is providing
to support minor maintenance and repair tasks (e.g., changing light bulbs (ceiling height defined in the Facility
Management Handbook), replacing nuts/bolts/screws on facility hardware, replacing switch plates/electrical outlet covers,
etc.).
A Facility Manager, Customer or Operations Engineering determines if a requirement is covered within the U-Fix-It
Program list of materiels, tools, and/or equipment through prescribed Facility Management training. Details of how the U-
Fix-It Program works and what the Facility Managers duties entail will be detailed in the Facility Management Handbook at
each installation. If the Facility Manager, Customer or Operations Engineering determines the requirement falls within the
U-Fix-It Program the Facility Manager / Customer will visit the U-Fix-It store to obtain the prescribed materiels, tools,
and/or equipment. The Facility Manager / Customer is instructed to submit a Service Request for work outside the scope
of the U-Fix-It Program.
Roles and Responsibilities
Operations
Engineering
Materiel Control /
U-Fix-It Store
Facility Manager /
Customer
Narrative
RESPONSIBILITIES
• Creates Facility Operations (FO) Facility Project and associated Work Tasks, as
required
• Publishes list of U-Fix-It store materiels to units Facility Manager Handbook
• Notifes Operations Engineering of available materiels
• Identifies FO Facility Projects / Work Tasks requirements to Operations Engineering
• Determines if person picking up materiels is an authorized Customer
• Identifies when stock needs to be replenished to Inventory Technician
• Issues materiels to Customers
• Identifies U-Fix-It requirements
• Performs minor maintenance or repair tasks
Entry from Process 2.0 Create Service Request, Step 2.10.
Step 2.11.1 — Identify maintenance requirement
Role: Facility Manager / Customer
The Facility Manager determines if a facility discrepancy should be taken care of by the Facility Manager, through the
U-Fix-It Program, instead of via a service request.
For example, light bulbs located within 10 feet in height of the floor can be replaced by Facility Managers, unless life
or safety conditions identified by established authoritative base agencies, regulations, or instructions dictate
161Page

otherwise. Facility Managers are provided these light bulbs by the local Base Civil Engineer (BCE) U-Fix-It Program
to mitigate possible environmental issues due to mishandling and to prevent damage to fixtures. Light bulbs over 10
feet are replaced by the BCE or contract equivalent. All light bulbs are purchased by the BCE and reimbursed
through governing procedures and/or reimbursable customers, as applicable. Hazardous Materiel (HAZMAT)
availability for Facility Manager use is established by the local BCE and in accordance with governing regulations and
instructions on HAZMATs.
Proceed to Step 2.11.2.
Step 2.11.2 — Proceed to U-Fix-It location
Role: Facility Manager / Customer
Facility Managers receive training that explains how to resolve minor maintenance issues, including the use of the U-
Fix-It store. The Operations Engineering element within Civil Engineering (CE) publishes a list of available U-Fix-It
materiels. The Facility Manager identifies the materiel needed and proceeds to the U-Fix-It store.
If the unit does not have this process/store; the unit will dictate the specific process to procure materiels so that
Facility Managers can do minor work and the CE Unit will be in compliance with Program Action Directive (PAD) 12-
03, which requires to offer a U-Fix-It Program.
Proceed to Step 2.11.3.
Step 2.11.3 — Select U-Fix-It materiel
Role: Facility Manager / Customer
The Facility Manager / Customer visit the store to obtain required materiel. The Facility Manager selects available
materiels from the list of materiels authorized (area authorized within the store). The Facility Manager brings the
materiels (checks out) to the U-Fix-It counter representative. The Facility Manager / Customer annotates any
authorized materiels that were not available but that they require.
Proceed to Step 2.11.4.
Step 2.11.4 — Determine if required materiel / Customer is authorized U-Fix-It
Role: Materiel Control / U-Fix-It Store
The U-Fix-It counter representative determines whether the person is an authorized Facility Manager / Customer.
Materiel Control provides a list of materiels approved/published by Operations Engineering and only approved
materiels are issued to the authorized Customer.
If the materiel is not authorized and the requirement is a valid CE Requirement, the approved Facility Manager
submits a service request in Process 2.0 Create Service Request.
If it is not a CE Requirement or approved materiel, refer Facility Managers / Customers to appropriate agency.
If 'Yes, proceed to 2.11.5.
If `CE Requirement,' proceed to Process 2.0 Create Service Request.
If `No,' End.
Step 2.11.5 — Verify valid U-Fix-It FO Facility Project exists
Role: Materiel Control / U-Fix-It Store
For TRIRIGA: Materiel Control verifies if a FO Facility Project has been created for the Fiscal Year (FY) to issue
materiel.
Currently in IWIMS: Continue to use 'M' Materiel Only, 'with no LUC'- CWON to issue materiels for U-Fix-It store, that
Mr. Alexander Rose (Gunter) had units establish. These will not transition over to TRIRIGA when IWIMS suns down
but can still be used while IWIMS is operational.
Concerning the section of WORK PRIORITIZATION IMPLEMENTATION PLAN VERSION V1.2 - May 2015, Page 13,
'Priority 2 Preventive Maintenance, Plant Operations, and Contingency Construction' which discusses use of
Collection Work Order Numbers (CWON): CWONs that used LUC 11 or LUC 19 actually should not have been
171Page

classified as Preventive Maintenance (PM) or Plant Operations type work. These types of work, as identified in the
WPIP V1.2, should be migrated to LUC 18 Work Orders in IWIMS (See WPIP V1.2 and FAQ for appropriate IWIMS
field use). If done correctly, these should transition over to TRIRIGA, and cause less work when TRIRIGA comes
online.
If `Yes ; proceed to Step 2.11.6.
If `No', proceed to Process 2.16 Facility Project, Step 2.16.4.
Step 2.11.6 — Verify that Work Task exists for FO Facility Project
Role: Materiel Control / U-Fix-It Store
Review Work Tasks associated on FO Facility Project to ensure an open Work Task exists for the facility.
If `No', proceed to Step 2.11.7.
If 'Yes, proceed to Step 2.11.8.
Step 2.11.7 — Create a Priority 3C Work Task
Role: Operations Engineering
TRIRIGA: Operations Engineering creates a Work Task and associates it with the U-Fix-It FO Facility Project. The
priority assigned to U-Fix-it Work Tasks and FO Facility Projects is 3C.
IWIMS: For main base, one CWON as described in 2.11.5, could be created with each facility loaded against it. Each
reimbursable customer should have an independent CWON to collect reimbursements.
Proceed to Step 2.11.8.
Step 2.11.8 — Determine if U-Fix-It materiel is available
Role: Materiel Control / U-Fix-It Store
If materiel was authorized but the Facility Manager / Customer couldn't find it, the U-Fix-It counter representative
checks primary BIN location and alternate storage locations to verify if materiel is available.
If `Not Available', proceed to Step 2.11.9.
If Available,' proceed to Step 2.11.10.
Step 2.11.9 — Notify Inventory Technician of required PR
Role: Materiel Control / U-Fix-It Store
If required material cannot be located and is not currently on back order for U-Fix-It stock replenishment, the Inventory
Technician creates a Purchase Request (PR).
Proceed to Step 2.11.10.
Proceed to Materiel Control Playbook, Process 1.12 Evaluate Operating Stock Levels, Step 1.12.2.
Step 2.11.10 — Issue available materiels to Work Task
Role: Materiel Control / U-Fix-It Store
Approved and available materiels are issued to the Facility Manager / Customer.
Proceed to Process 2.16 Facility Project, Step 2.16.7.
Return to Table of Contents
181Page

Work Management — 2.11 U-Fix-It Program
I)
O
2.11.7
M C
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Q
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2.0 2.11.8
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X L.L CE Requirement
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O2.16.7
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Work Management — 2.16 Facility Project
Introduction
Roles and Responsibilities
Narrative
Introduction
A Facility Project is created when complex multi -Shop scheduling/execution is required, or the high cost of an in-house
requirement warrants additional management control. A Facility Project requires that a specific set of process steps be
accomplished prior to execution, such as development of a rough estimate, Work Request Review Board (WRRB) review
and approval, development of Work Task labor and material requirements for each Shop (detailed planning), and
coordination with both internal and external stakeholders. Operations Engineering assigns a project manager to Facility
Projects who is singularly responsible for ensuring planning, coordination, scheduling, execution, and close out is
accomplished. The Facility Project record contains both administrative Schedule Tasks that account for process steps
during the creation and close out process as well as standard Work Tasks created during planning for each Shop involved
in the execution of the work to account for labor and materials. The schedule and Work Tasks are associated to each
other within the Facility Project through dependencies, which allows project status to be derived and aids in overall
management and execution of the requirement.
The Facility Operations (FO) Facility Project is a less complex process used to account for time and materials on facility
operations work for each fiscal year such as snow operations, street/airfield sweeping, utility plant operations, and non-
specific entomology work. This type of Facility Project has fewer administrative processing requirements and enables the
aggregation of cost and labor data for those requirements.
Roles and Responsibilities
• Determines if Facility Project is an internal FO requirement or a Facility Project requiring
Operations detailed planning
Engineering Manages overall life -cycle of Facility Projects to include processing, analysis, updates to
requirements, and ensuring cradle to grave administrative and technical requirements
are accomplished in order to capture all facets appropriately
Narrative
Entry from Process 2.0 Create Service Request, Step 2.15.
Entry from Process 3.0 Plan Work, Step 3.19.
Step 2.16.1 — Determine if detailed planning or Internal FO
Role: Operations Engineering
Projects with the following requirements are ideal candidates for Facility Projects:
• Multiple crafts
• Significant material requirements
• Detailed planning
• Complex coordination (internal or external stakeholders)
Cost can also be a factor requiring WRRB approval based on local policy and the fiscal environment. In the absence
of the Air Force Installation and Mission Support Center (AFIMSC) or Air Force Instruction (AFI) guidance, Operations
Engineering can establish specific criteria for determining if a requirement should be a Facility Project. The basic
guidelines of complexity and cost always apply.
Internal FO Facility Projects are generally those that some Civil Engineering (CE) units set up legacy Recurring Work
Program (RWP) with non -PM type work. Work like entomology services, sweeping Military Family
201Page

Housing/Unaccompanied Housing streets, snow removal, and heating/cooling turn on/off are examples that would be
opened as a FO Facility Project.
If `Detailed planning,' proceed to Step 2.16.2.
If `Facility Operations,' proceed to Step 2.16.4.
Step 2.16.2 — Create Facility Project draft
Role: Operations Engineering
Operations Engineering at this point will normally assign a Ops Planner who will oversee the Facility Project. The Ops
Planner creates the Facility Project draft. This record contains the originating Work Task as well as the preparatory
Schedule Tasks. The Work Tasks are used for planning, execution, and closeout phases for Schedule Tasks. The
Facility Project template applied to this type of Facility Project includes the common Schedule Tasks required.
Operations Engineering associates the originating Work Task to the Facility Project. If additional Schedule Tasks are
necessary, they may be added at this point.
Proceed to Process 3.0 Plan Work.
Step 2.16.3 — Create FO Facility Project draft
Role: Operations Engineering
Within Operations Engineering, the responsible person creates the FO Facility Project draft and associates the
originating Work Task(s) as needed. The CSU role would normally be the role to create the FO FP and
create/associate Work Tasks as needed. This Facility Project draft will contain very few schedule tasks involved with
the preparatory phase. If the FO Facility Project includes multiple facilities, the Facility Project location is assigned to
the highest -level location for the installation. (Example Location: Type: Site, Hierarchy Path: \Locations\ANDREWS
SITE # 1). The Work Tasks embedded within the Facility Project would have the respective facility number
assigned to them.
Proceed to Step 2.16.4.
Step 2.16.4 — Create Work Task
Role: Operations Engineering
For each facility, Operations Engineering creates additional Work Tasks for the FO Facility Project.
Proceed to Step 2.16.5.
Step 2.16.5 — Assign appropriate contact to get approval
Role: Operations Engineering
FO Facility Projects require a WRRB approval to activate the record. This does not need to be formal WRRB
approval; the person creating the record can assign themselves the WRRB Contact role. This will send the approval
notification to the creator of the record when the 'Submit to WRRB' button is selected. For all other Facility Projects,
the WRRB Contact role is based on local policy and the level of authority required based on type of work and cost.
Proceed to Step 2.16.6.
Step 2.16.6 — Conduct Monthly Management Check
Role: Operations Engineering
Operations Engineering will actively monitor FO Facility Projects to ensure they are being utilized only for their
intended purpose.
Reimbursement happens as charges are incurred and the financial management folks run the reimbursable
invoice/report. TRIRIGA will only allow a charge (labor or materiels) to hit once, but multiples of labor and materiels
can be and are tracked by TRIRIGA to capture reimbursables in the month they occur.
Operations Engineering should work within TRIRIGA and with Cost Accounting to identify reimbursable customers
and ensure that proper costing of requirements is accomplished.
211Page

Proceed to Step 2.16.7.
Step 2.16.7 — Determine if EOY
Role: Operations Engineering
Operations Engineering determines if the review period is the final, or end -of -year (EOY) for the Fiscal Year (FY).
If `Not EOY; proceed to Step 2.16.6.
If `EOY, proceed to Step 2.16.8.
Step 2.16.8 — Close Facility Project and Work Task
Role: Operations Engineering
Operations Engineering completes all close-out schedule and Work Tasks to ensure the FO Facility Project and all
associated Work Tasks are closed prior to the end of the FY.
Proceed to Step 2.16.9 and Process 6.0 Close Work.
Step 2.16.9 — Determine if new FO Facility Project is needed
Role: Operations Engineering
Operations Engineering determines if the FO work will continue in the next FY and determines when a new FO
Facility Project must be created.
If 'Yes, Proceed to Step 2.16.3.
If `No', End.
Return to Table of Contents
221Page

Work Management - 2.16 Facility Project
2.0
Create Service
Request
SteN2.15
3.0
Plan Work
Ste43.19
14
l J
2.16.1
Determine if 2e Fa
detailed planning<x Create Facility
or Internal planning
Detailed Project draft
planning
Facility Operations
2.11
U-Fix-It Program
Step❑2.11.5
2.16.3
Create FO Facility
Project draft
2.16.4
Create Work Task
2.11
U-Fix-It Program
Step 2❑11.10
2.16.5
Assign appropriate
contact to get
approval
2.16.6
Conduct Monthly
Management
Check
2.16.7
Determine if EOY
3.0
Plan Work
❑♦
Not EEOY
/ \
x
Yes
x
2.16.9
Determine if new
FO Facility Project
is needed
2.16.8
Close Facility
Project and Work
Task
End
6.0
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Work Management — 3.0 Plan Work
Introduction
Roles and Responsibilities
Narrative
Introduction
Planning Work is the process through which the Shop Foreman or Ops Planner constructs a plan to complete a Work
Task and/or Facility Project. After submitting the Service Request as either a Work Task or Facility Project in Process 2.0,
Operations Engineering associates recommended procedures and materials to the task/project, manages the coordination
with internal or external agencies, and assigns the appropriate Workgroup.
The Shop Foreman or Ops Planner then reviews and prepares the Work Task or Facility Project and determines the
necessity of review by the Work Request Review Board (WRRB). Work requiring capitalization (adding or modifying an
Asset Record) is required to go through the WRRB process. The WRRB advises on capitalization and ultimately
approves or disapproves the work. At the minimum, the Requirements and Optimization (R&O) Sub -Activity Management
Plan (AMP) Managers reviews the requirements that may affect assets tied to a facility and/or those that are linear in
nature and provides feedback to leadership on these requirements prior to WRRB approval/disapproval.
Operations Engineering initiates the process by reviewing the Work Task and/or Facility Project that requires planning in
TRIRIGA. The majority of Service Requests that require large scale planning become Facility Projects, which can
encompass multiple Work Tasks and Shops.
Note: Operations Engineering works closely with the Shops to provide analysis of built and natural infrastructure asset
data. Engineers apply an asset life -cycle approach to continually measure the performance of assets with respect to
predicted life -cycle performance and use that analysis to ensure the squadron's investment plans minimizes risk to the
mission and maximizes the Air Force's return on investment. The engineers work with the installation management flight
to apply their operations knowledge of asset performance to align and de -conflict all investments including preventive
maintenance investments, in-house repair or replacement investments, and AMP renovation or replacement by contract
investments.
Roles and Responsibilities
RESPONSIBILITIES
• Reviews the Work Task or Facility Project, as necessary
• Determines if capitalization is required
• Determines if the work can be done in-house and approves/disapproves (if not, Operations
WRRB
Engineering reviews and sends to the Engineering Flight to determine the need for a
Capital Project or contract)
•
Determines if resources available to authorize requirement and manages requirement until
such time resources (funding) can be applied
Operations
Reviews Facility Project
Engineering
Sends Work Task or Facility Project to Engineering Flight if work is out -of -scope for
_
Operations _
•
Determines if the asset(s) involved are under warranty and if so, whether or not the work
can be handled by Operations
•
Reviews and prepares Work Tasks and Facility Projects
•
Initiates coordination with agencies, as required
•
Determines the need for a new Facility Project
Shop Foreman /
Identifies and groups associated Work Tasks (if a Facility Project)
Ops Planner
Identifies and groups similar Work Tasks to limit redundant work (if a Work Task)
•
Submits package for WRRB approval, as necessary
•
Develops draft DID Form 1354, as required
•
Addresses issues from the WRRB
•
Initiates Work Clearance Requests, as required
•
Creates Materiel Order Tasks and Purchase Requests (PR)
241Page

Coordinating Reviews Work Tasks and Facility Projects
Agencies Submits comments/details necessary to accomplish the work
(Internal / External)
Narrative
Entry from Process 2.16 Facility Project, Step 2.16.3.
Entry from Process 5.0 Execute Work, Step 5.3.
Entry from Process 2.0 Create Service Request, Step 2.18.
Entry from Preventive Maintenance Playbook Process 2.0 Develop Balanced PM Schedule.
Step 3.1 — Determine if asset / real property is under warranty
Role: Operations Engineering, Shop Foreman / Ops Planner
Operations Engineering (R&O section) / Shop Foreman reviews the warranty records' database/repository to include
Engineering Flight and Project Management Element (CENM) contract warranty inputs, to verify whether the
asset/real property is under warranty. If under warranty, refer to Process 7.0 Manage Asset Record, Step 7.7.
Proceed to Step 3.2 and Process 7.0 Manage Asset Record, Step 7.7.
Step 3.2 — Verify if coordination is needed
Role: Operations Engineering, Shop Foreman / Ops Planner
The Operations Engineering (R&O section) or Shop Foreman determines if the request requires coordination with
other agencies.
If `Yes,' proceed to Step 3.3.
If `No,' proceed to Step 3.6.
Step 3.3 — Notify Coordinating Agencies
Role: Operations Engineering
All comments are provided under the `Comments' tab in TRIRIGA. Operations Engineering assigns a Schedule Task
within the Facility Project or Work Task to notify the agency to provide coordination. Notifications are sent via
TRIRIGA to the 'Notifications' sub -folder in the 'Notices' folder of the 'Reminders — Contact Center' located on the
`Home' screen when the member logs into TRIRIGA. Operations Engineering should follow up with the coordinating
agencies to ensure that messages are received in their `Notices' folder. Schedule Tasks and Work Tasks are
assigned to the agency as the Responsible Organization and this causes the task to be displayed in the agency's 'My
Task' list. Once the agency has provided coordination, Operations Engineering changes the Responsible
Organization back to the proper Civil Engineer (CE) section. Operations Engineering helps to ensure the
Coordinating Agencies (Internal/External) are providing coordination and comments in a timely manner to facilitate the
planning process on the `Notes & Documents' tab in TRIRIGA.
Proceed to Step 3.4.
Step 3.4 — Provide comments / details
Role: Coordinating Agencies (Internal / External)
The Coordinating Agencies review the Work Task and/or Facility Project and provide comments and/or details. They
are responsible to annotate in the 'Notes & Documents' section of Work Task / Facility Project and upload any
supporting documents, as needed (e.g., "If you quote it you will show it" concept). The `Coordination' tab in TRIRIGA
is only used to document coordination requirements. All coordination requirements are documented in the `Notes &
Documents' tab, as well.
For Facility Projects, the Coordinating Agencies `Complete' the Scheduled Task within TRIRIGA (notify Operations
Engineering of completed coordination, as required).
Proceed to Step 3.5.
251Page

Step 3.5 — Review comments / details from Coordinating Agencies
Role: Operations Engineering, Shop Foreman / Ops Planner
Operations Engineering reviews the comments and/or details from the Coordinating Agencies and/or Shop Foreman
Operations Engineering can also adjust the default priority on Facility Projects and Work Tasks based on guidelines
established by the Air Force Civil Engineer Center (AFCEC) and/or any feedback received by Coordinating Agencies
such as safety or fire deficiencies that might be annotated (Risk Assessment Code (RAC) / Fire Safety Deficiency
Code (FSDC)).
Based on new information, previous work identified initially as a Work Task in Process 2.0 Create Service Request,
Step 2.18 could be required as a Facility Project.
Proceed to Step 3.6.
Step 3.6 — Verify if WRRB review is required
Role: Operations Engineering, Shop Foreman / Ops Planner
The R&O and Shop Foreman reviews their respective Work Task / Facility Project requirement to determine the scope
of the requirement. If the scope falls outside their capabilities (e.g., Work Task is Facility Project scope or Facility
Project that can be a Work Task) based on coordination/review, it will be assigned to the appropriate Workgroup or
forwarded to the Operations Engineering Element (CEDE).
When a Work Task requires more detailed planning or capitalization due to replacement or adding an asset, it is sent
to the WRRB.
When the requirement was originally a simple Work Task but became larger than anticipated in the original scope, the
Operations Engineering role creates a Facility Project and associates the original Work Task to the Facility Project.
Proceed to Process 2.16 Facility Project.
Note: Work Tasks assigned to an appropriate Workgroup in Process 2.0 Create Service Request, Step 2.18 and not
requiring coordination or more detailed planning/capitalization will go directly to Step 3.7 (e.g., fix toilet). On a rare
occasion, Work Tasks may require WRRB review.
If `Not Required,' proceed to Step 3.7.
If `Required,' proceed to Step 3.9.
Step 3.7 — Add required materiels to Operating Materiels Section
Role: Shop Foreman / Ops Planner
If materiels are available on -hand for the Work Task, the Shop Foreman adds the designated items to the Materiel
Order.
Even if materials are not on hand the Foreman/Planner should still "put them on hold" in the Operating Materials
section. This ensures that an on -hold transaction is created against the Work Task for which Material Control can
then issue materials against.
Proceed to Step 3.8 and Materiel Control Playbook, Process 4.0 Issue Materiels.
Step 3.8 — Create PR for any materiels not on -hand
Role: Shop Foreman / Ops Planner
The Shop Foreman / Ops Planner determines if the required materiels for the Work Task are available at Materiel
Control. If the materiels are on -hand, the Shop Foreman places the necessary items to a Materiel Order. If the
materiels are not on -hand, the Shop Foreman creates a PR.
A PR is also created if a service or equipment rental is needed.
Proceed to Process 4.0 Schedule Work and Materiel Control Playbook, Process 1.0 Create Purchase Request.
261Page

Step 3.9 — Assign Ops Planner
Role: Operations Engineering
The Operations Engineering role assigns the Ops Planner Contact role on Facility Projects. The Ops Planner Contact
role can be the Technician assigned as a planner in CEDE, a Craftsman in the Shop, the Shop Foreman, or any other
individual in Operations who is capable of planning the requirement.
When a Work Task requires capitalization due to replacement or adding an asset and/or WRRB review, the
Operations Engineering section can assign an Ops Planner by adding the Ops Planner Contact role to the Work Task
and assigning the appropriate individual to that role to help facilitate the WRRB review.
Proceed to Step 3.10.
3.10 - Enter initial scoping estimates
Role: Shop Foreman / Ops Planner
The Shop Foreman / Ops Planner provides an initial estimated cost for Operations Engineering.
The Shop Foreman / Ops Planner enters a description of the work on the "Scope" tab of the Facility Project Form, as
well as a shotgun estimate (e.g., estimated labor hours, materiels, Shops involved, etc.).
Proceed to Step 3.11.
Step 3.11 — Review and approve scope estimate
Role: Operations Engineering
Operations Engineering (either the Operations Flight Chief or Deputy Flight Chief) reviews the scope/shotgun
estimate (estimated labor hours, materials, and Shops involved), associated documentation, and any other supporting
information that is part of the Work Task / Facility Project.
The Operations Engineering role determines whether to disapprove a Work Task / Facility Project, push the
requirement to Engineering Flight (CEN) as an Opportunity, or to keep in-house and forward to Shop Foreman / Ops
Planner for Detailed Planning. Operations Engineering provides comments in the 'Notes & Documents' section in
TRIRIGA upon their review.
If `Do not execute,' proceed to Process 6.0 Close Work.
If `Opportunity,' proceed to Step 3.12
If `Provide Detailed Planning,' proceed to Step 3.13.
Step 3.12 — Send Facility Project information to Engineering Flight
Role: Operations Engineering
Operations Engineering enters comments in the `Notes & Documents' section of TRIRIGA to provide an explanation
why they determined the requirement should be sent to Engineer Flight (CEN).
Proceed to Requirements, Definition and Programming Playbook, Process 1.0 Planning and Programming.
Step 3.13 — Complete additional Detailed Planning
Role: Shop Foreman / Ops Planner
The Ops Planner works with R&O Sub -AMP managers to ensure a Service Request was not duplicative or adversely
affected/altered current infrastructure.
During Detailed Planning, the Ops Planner identifies labor and materiel requirements and creates/organizes the Work
Tasks required to complete the project. Each of the Work Tasks contains planning materiels, man-hour estimates,
and the responsible Workgroup (Shop), which is inserted into the work flow of all tasks required to complete the
project. When performing Detailed Planning, it is also important to understand that a Facility Project is comprised of
three major types of records; the Facility Project itself, the associated Schedule Tasks, and the associated Work
Tasks.
271Page

Figure 1.0 Facility Project Record in TRIRIGA
What follows is a description of the two ways TRIRIGA organizes Facility Projects. Choice of structure is left to
Operations Engineering. As enterprise expertise within TRIRIGA grows, best practices will be identified. A Facility
Project Record (see Figure 1.0) is essentially nothing more than a binder that contains all the information related to
the accomplishment of a requirement. The `Schedule Tasks' are used to track, document, and accomplish
administrative work that occurs during the preparatory and closeout phases of the Facility Project. The `Work Tasks'
accounts for labor and materials, and describe the tasks/actions required to accomplish that specific portion of the
project.
Work Tasks are created during Detailed Planning, which may include additional Schedule Tasks. The individual
assigned as the Manager Contact role for the Facility Project has overall responsibility for the project that includes:
1) Oversee accomplishment of all Schedule Tasks
2) Ensure Detailed Planning is accomplished if not personally assigned to plan the project
3) Establish planned start, duration, and completion dates of all tasks
When planning a Facility Project, the relationship of the Work Tasks created during Detailed Planning can be
organized in many ways. Exactly how to best organize Work Task relationships depends on project complexity,
duration, and number of trades involved. The simplest relationship is to create a separate Work Task for each
Workgroup (Shop). This works best when complexity is low, only a single Shop is required, or Shops can easily
coordinate their efforts.
As the level of complexity increases, it may be more advantageous to create Work Tasks for each phase of the
project. This can be done in several ways but the method used to organize them depends on the level of complexity,
duration, or trades involved in the project. One method is to combine all the trades on a single Work Task per phase
and assign a Lead Shop to oversee execution of that phase.
281Page

J
Another method is to create multiple Work Tasks for each Workgroup (Shop) for the various phases throughout
execution of the project.
Ultimately, the flexibility of TRIRIGA allows any combination or variation of these methods to be applied but it is up to
the planner to determine what will best work for each project.
Proceed to Step 3.14.
Step 3.14 — Submit draft Facility Project / Work Task to WRRB for approval
Role: Shop Foreman / Ops Planner
The Ops Planner submits the draft Facility Project or Work Task to the WRRB for approval.
Proceed to Step 3.15.
Step 3.15 — Review draft Facility Project
Role: WRRB
291Page

The WRRB (Ops Flight CC / Deputy, Engineering, R&O Sub -AMP Managers, Shop Foreman, Materiel Control, Cost
Accounting) reviews all pertinent information and determines whether or not the requirement should be disapproved
or considered for CE accomplishment.
If `Disapproved,' proceed to Step 3.16.
If `Pending Approval,' proceed to Step 3.17.
Step 3.16 — Return Facility Project / Work Task and notify all stakeholders of cancellation
Role: WRRB, Operations Engineering
The WRRB rejects the Work Order by returning the Work Task / Facility Project in TRIRIGA. The Operations
Engineering Element notifies all stakeholders of cancellation and updates the status in TRIRIGA to 'Closed.'
Proceed to Process 6.0 Close Work.
Step 3.17 — Check if in-house scope
Role: WRRB
The WRRB reviews the requirement and makes a collaborative decision based on all the facts as to whether to
accomplish in-house or via Engineering Opportunity. The primary factor for consideration is resource availability, but
other considerations may include requirements to complete troop training projects or the need to keep Craftsmen
proficient in completing complex work.
This includes the Engineering Flight reviewing their present Opportunities and Contracts to see if the requirement is
already identified or if the requirement can be rolled up into a current/pending/future Opportunity. Capital Projects are
managed by the Engineering Flight, with whom Operations Engineering coordinates to carry out the work, as
necessary.
The Ops Planner coordinates with R&O Sub -AMP managers prior to the WRRB to ensure the requirement is not
duplicative or will adversely affect/alter current infrastructure. If approved, the WRRB captures asset updates in
Process 7.0 Manage Asset Record.
The individual assigned the WRRB Contact role receives the required action to approve or disapprove the Facility
Project. Only after the WRRB convenes does the individual respond with the approval or disapproval of the
requirement.
During this stage, if funding and/or other resources are not available to move the requirement on to the scheduling
process, the WRRB (normally chaired by the Operations Flight Chief or designated representative) will place the
requirement on hold. As there is no capability in TRIRIGA to update a 'status' to Awaiting Funds the requirement will
have to be managed by Operations Engineering through report functions by running reports on what requirements
have purchase requests (PR) still pending. Operations engineering should track these requirements externally as
needed.
Under a resource constrained world we should not accept every valid work request regardless of ability to execute.
Ops should be strategic and attempt to keep the 'on deck' work tied to the planned schedule. There should be some
management effort to coordinate the purchase of materiel for the future work as an incentive for the promise to
execute. A Top-10 Program for Groups/Organizations should be considered as part of unit's management
processes.
If `Opportunity,' proceed to Step 3.12.
If Approve,' proceed to Step 3.18.
Step 3.18 — Populate draft DD Form 1354, as required
Role: WRRB
If the WRRB approves the draft Work Task or Facility Project, it determines if capitalization is necessary. If
capitalization is necessary, the WRRB directs the Shop Foreman to populate a draft DID Form 1354. For more
information on best practices for DID Form 1354, please refer to the Air Force Institute of Technology (AFIT) web -
based training course — "Transfer and Acceptance of DoD Real Property through the DID Form 1354".
Proceed to Step 3.19.
301Page

Step 3.19 — TRIRIGA notifies RPO and draft DID 1354
Role: Automated
When the Shop Foreman populates the DID Form 1354, the Real Property Officer (RPO) receives an automated
notice for review and a Construction In Progress (CIP) account is automatically triggered by TRIRIGA.
The RPO reviews the populated information from Work Tasks, assigns a Real Property Unique Identifier (RPUID),
and submits to Cost Accounting (CA).
For new facilities, i.e. a pad, pre -coordination with the RPO for a RPUID is required.
Proceed to 4.0 Schedule Work and 2.16 Facility Project.
311Page

Work Management - 3.0 Plan Work
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Work Management — 4.0 Schedule Work
Introduction
Roles and Responsibilities
Narrative
Introduction
Scheduling work is the process by which the Shop Foreman and Lead Technician work together to prioritize and schedule
Work Tasks based on the capacity of the workforce and the availability of resources. The TRIRIGA Resource Manager
form provides two sections (Tasks by Assignment Status and Task Hours by Resource Assigned) for viewing
scheduled/assigned work functionality and allows Operations personnel to create, edit, and view work schedules, labor
hour estimates, and available resources. If necessary, the Lead Technician coordinates a Work Clearance Request.
Once finalized, the Shop Foreman and the Lead Technician manually dispatches work and the process continues on to
5.1 Execute Work. Although the capability exists for TRIRIGA to notify the workforce, this capability requires a mobile
solution or greater desktop access for Craftsmen.
Scheduling occurs on a regular basis. Scheduling is comprised of daily, weekly, and monthly work planning activities.
Work Management personnel create a Work Plan to prioritize resource requirements and actively manage the Scheduled
Tasks for Shop personnel. Scheduling adds structure, organization, and predictability to the large and formidable task of
maintaining an installation. To support scheduling, TRIRIGA has the capability to send notifications and allow all
personnel to view their upcoming work assignments. However, manual notification of work assignments via printed
copies of work assignments will be required in lieu of sufficient desktop and mobile access for the Craftsmen. TRIRIGA
will provide formatted printing capability of work tasks to support this method.
Depending on the level of complexity of the work required for either a Work Task or a Facility Project, the effort involved in
each step may vary greatly.
Roles and Responsibilities
_VEWr_ �
Shop Foreman / Creates the comprehensive Work Plan Record in TRIRIGA
Lead Technician / Reviews Work Tasks ready for scheduling and assigns work based on priority
Ops Planner Evaluates work capacity, tools, and materiels required to accomplish the Work Task
• Creates and publishes the schedule for assigned Workgroups
Narrative
Entry from Process 3.0 Plan Work, Step 3.19.
Entry from Preventive Maintenance, Process 2.0 Develop Balanced PM Schedule.
Entry from Materiel Control, Process 3.0 Receipt and Invoice, Step 3.6.
Step 4.1 — Query Work Tasks ready for scheduling
Role: Shop Foreman / Lead Technician / Ops Planner
The Shop Foreman reviews all Work Tasks ready for scheduling displayed in his user portal. The Work Tasks can be
individual tasks for emergencies, Preventive Maintenance (PM), scheduled sustainment, scheduled enhancement, or
associated to a Facility Project. The tools and reports under maintenance Resource Manager within TRIRIGA are
used to assign work or review previously assigned work.
The process of resource assignment will take the place of In -Service Work Plan spreadsheets used outside of Interim
Work Information Management System (IWIMS) and the legacy IWIMS Weekly Schedule development process.
Proceed to Step 4.2.
331Page

Step 4.2 — Review requirements and establish plan start date
Role: Shop Foreman / Lead Technician / Ops Planner
The Shop Foreman evaluates their available workforce and all relevant factors to determine when assigned work can
begin, then provides the planned start date on the Work Task in TRIRIGA. Examples of relevant factors to be
considered are work capacity, funding, training, mission critically, availability of materials, and tools. Upcoming
deployments and training exercises also influence when work can be executed. The Shop Foreman may delegate
responsibilities to the Lead Technician to assist in scheduling work such as:
• Performing schedule updates based on personnel resource availability
• Obtaining Work Clearance Requests
• Verifying work conditions and site availability
• Managing material requirements i.e. submitting Purchase Requests (PR) or adding Operational Materials
needed to execute work
Proceed to Sub -Process 4.3 Obtain Work Clearance, Process 3.0 Plan Work, Step 3.7, and Materiel Control
Playbook, Process 4.0 Issue Materiels.
Process 4.3 — Obtain Work Clearance
Role: Shop Foreman / Lead Technician / Ops Planner
The Base Civil Engineer (BCE) AF Form 103 Work Clearance Request is used for any work (contract or in-house) that
may disrupt aircraft or vehicular traffic flow, base utility services, protection provided by fire and intrusion alarm
system, excavations deeper than four inches, or normal activities of the installation. A Work Clearance Request
coordinates the required work with key base activities, keeps customer inconvenience to a minimum, and helps
identify potentially hazardous work conditions in an attempt to prevent accidents. The Work Clearance Request is
processed just prior to the start of work. If delays are encountered and the conditions at the job site change (or may
have changed) this work clearance request must be reprocessed.
During Process 3.0, the Shop Foreman / Ops Planner is planning their requirements and would normally determine if
a Work Clearance Request is needed. If so, the Shop Foreman will coordinate with Operations Engineering to work
with coordinating agencies and the Operations/Engineering Flight Chiefs in this process. Operations Engineering
ensures work clearance organizations submit coordination comments in a timely manner to allow for a smooth
scheduling process and to facilitate the execution phase.
Processing the AF Form 103, Base Civil Engineering Work Clearance Request is accomplished electronically via e-
mail. All relevant documents, including the electronically signed AF Form 103, are uploaded/attached to the Work
Task or Facility Project.
More information on this process can be found in the separate map and narrative in Process 4.3 Obtain Work
Clearance.
Step 4.4 — Discuss resource assignment at schedulers meeting
Role: Shop Foreman / Lead Technician / Ops Planner
The Shop Foreman / Lead Technician / Ops Planner attends the weekly scheduler's meeting with the Operations
Flight Chief, Deputy Operations Flight Chief, and other Shop Foremen, to discuss work schedules. Topics for this
meeting may include but are not limited to:
• Status of current projects
• Start dates for upcoming projects
• Issues with ongoing projects
• Funding issues
• Manpower issues
• Deployments
• Emergency leave
• Personnel moves
• Other events that impact productivity i.e. Inspections or Distinguished Visitors
Proceed to Step 4.5 and Process 5.0 Execute Work, Step 5.3.
341Page

Step 4.5 — Update / modify resource assignment, as required
Role: Shop Foreman / Lead Technician / Ops Planner
The Shop Foreman reviews the initial schedule and adjusts work assignments based on their knowledge of personnel
availability and emergent requirements. (e.g., any last minute changes in personnel schedules and new priority work).
The Shop Foreman will have to assign resources against Work Tasks or Facility Projects. Depending on availability of
the tools and reports under maintenance manager/resource manager and/or use of the Gantt Chart in TRIRIGA, there
might be a situation where managing of requirements outside of TRIRIGA will be required. As such, the In -Service
Work Plan (IWP) scheduling or management template is available for download for units' utilization on the Work
Management Playbook site in the References webpart. If the TRIRIGA tools and functions are working it will make it
easy to plot out the schedule for future months based on availability of resources. If not available/functioning, then
managing it outside TRIRIGA will be the short-term solution.
Required resources such as vehicle rentals, support from base/community enablers, and other requirements should
be sourced, scheduled, and annotated so that during the Execution Phase there is no delay in starting, executing, and
completing the work.
Proceed to Step 4.6.
Step 4.6 — Notify personnel that schedule is ready for execution
Role: Shop Foreman / Lead Technician / Ops Planner
TRIRIGA automatically notifies the Craftsmen of assigned work for a Work Task. If there is not adequate desktop
access nor is a mobile solution in place, the Shop Foreman notifies Craftsmen of assigned work by other means. The
Shop Foreman and/or Lead Technician can print out the work assignments and provide them to the Craftsmen in lieu
of relying on the automated notification.
Proceed to Process 5.0 Execute Work.
Return to Table of Contents
351Page

Work Management — 4.0 Schedule Work
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Work Management — 4.3 Obtain Work Clearance
Introduction
Roles and Responsibilities
Narrative
Introduction
The AF Form 103, Base Civil Engineer (BCE) Work Clearance Request is used for any work (contract or in-house) that
may disrupt aircraft or vehicular traffic flow, base utility services, protection provided by fire and intrusion alarm system,
excavations deeper than four inches, or normal activities of the installation. A Work Clearance Request coordinates the
required work with key base activities, keeps customer inconvenience to a minimum, and helps identify potentially
hazardous work conditions in an attempt to prevent accidents. The Work Clearance Request is processed just prior to the
start of work. If delays are encountered and the conditions at the job site change (or may have changed) this work
clearance request must be reprocessed.
During Process 3.0, the Shop Foreman / Ops Planner is planning their requirements and would normally determine if a
Work Clearance Request is needed. If so, the Shop Foreman will coordinate with Operations Engineering to work with
coordinating agencies and the Operations/Engineering Flight Chiefs in this process. Operations Engineering ensures work
clearance organizations submit coordination comments in a timely manner to allow for a smooth scheduling process and
to facilitate the execution phase.
Processing the AF Form 103 is accomplished electronically, via e-mail. All relevant documents, including the
electronically signed AF Form 103, are uploaded/attached to the Work Task or Facility Project.
Roles and Responsibilities
• Initiates coordination with agencies, as required
Operations 0 Compiles and Submits AF Form 103, Work Clearance Request to Operations /
Engineering Engineering Flight Chief for approval
• Reviews Coordinating Agency comments
Operations /
Engineering Flight 0 Approves / Disapproves AF Form 103 Work Clearance Request
Chief
Coordinating
Agencies Reviews Work Tasks and Facility Projects
(Internal / 0 Submits comments and details
External)
Narrative
Entry from Process 4.0 Schedule Work, Step 4.2.
Step 4.3.1 — Complete electronic AF Form 103
Role: Operations Engineering
Operations Engineering initiates the process by completing the electronic Work Clearance Request AF Form 103.
Operations Engineering helps to ensure work clearance organizations submit coordination comments in a timely
manner to facilitate the planning process.
Proceed to Step 4.3.2.
371Page

Step 4.3.2 — Route Work Clearance request for review / coordination / approval
Role: Operations Engineering
Using the electronic AF Form 103, Operations Engineering contacts the Civil Engineering (CE) Work Centers and
Coordinating Agencies. This form can be emailed concurrently to each Coordinating Agency simultaneously.
Proceed to Step 4.3.3.
Step 4.3.3 — Review request, document findings, and submit comments
Role: Coordinating Agencies
The Coordinating Agencies review the AF Form 103 and any additional supporting documentation. If the form can be
signed electronically, it is provided as an attachment. The email includes comments from the Coordinating Agencies,
which provide clear guidance on whether work may or may not proceed and if any hazards or other conditions exist
that Workgroups must account for when work is executed.
The coordinated AF Form 103 and supporting materiels are sent back to Operations Engineering to be reviewed and
compiled.
Proceed to Step 4.3.4.
Step 4.3.4 — Review / compile AF Form 103s
Role: Operations Engineering
Operations Engineering receives the completed AF Form 103s from the Civil Engineering (CE) Work Centers and
Coordinating Agencies. If any information is missing or there is a delay from any of the agencies Operations
Engineering coordinates and takes action to correct.
The forms are compiled and packaged electronically by Operations Engineering and submitted to Operations /
Engineering Flight Chief for electronic approval/disapproval action.
Proceed to Step 4.3.5.
Step 4.3.5 — Approve Work Clearance Role:
Operations / Engineering Flight Chief
Operations / Engineering Flight Chief determines whether to approve the Work Clearance Request that was submitted
by the Coordinating Agencies.
If `Rejected, proceed to Step 4.3.6.
If Approved, proceed to Step 4.3.7.
Step 4.3.6 — Notify all stakeholders of rejection
Role: Operations Engineering
Operations Engineering receives documentation back from Operations / Engineering Flight Chief and notifies all
stakeholders that the Work Clearance request is rejected. The paperwork is electronically uploaded into TRIRIGA.
As the TRIRIGA system is an official government system it conforms to file storage requirements. If still using IWIMS
the unit should file the official paperwork based on their file plan (as necessary).
Proceed to Process 6.0 Close Work.
Step 4.3.7 — Notify stakeholders of Work Clearance approval
Role: Operations Engineering
Operations Engineering receives documentation back from Operations / Engineering Flight Chief and notifies all
necessary stakeholders that the Work Clearance Request is approved. The paperwork is electronically uploaded into
TRIRIGA. As the TRIRIGA system is an official government system it conforms to file storage requirements. If still
using IWIMS the unit should file the official paperwork based on their file plan (as necessary).
381Page

Proceed to Process 4.0 Schedule Work, Step 4.4.
391Page

Work Management — 4.3 Obtain Work Clearance
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Work Management — 5.0 Execute Work
Introduction
Roles and Responsibilities
Narrative
Introduction
After work is scheduled, the work proceeds to the execution phase, where TRIRIGA and the Shop Foreman notify the
Craftsmen of Scheduled Work. The Lead Technician proceeds to conduct an inspection and takes appropriate steps to
correct any problems or schedules additional work. Finally, the Lead Technician ensures that labor is performed. The
Craftsmen and Lead Technician coordinate with the appropriate authority to accurately input labor hours and validate
materiel costs in TRIRIGA at the end of the task or each workday, as required.
Roles and Responsibilities
RESPONSIBILITIES
Performs an inspection and determines any issues or follow-up needs
Shop Foreman / 0 Coordinates to resolve issues identified; determines any materiel needs for correction
Lead Technician / 0 Coordinates with designated authority to log hours in TRIRIGA
Craftsman 0 Reviews dispatched work in queue
• Obtains the necessary materiels and executes the Work Task or Facility Project
Narrative
Entry from Process 2.0 Create Service Request, Step 2.8.
Entry from Process 4.0 Schedule Work, Step 4.6.
Entry from Materiel Control Playbook, Process 4.0 Issue Materiels.
Entry from Process 5.5 Input Labor, Step 5.5.5.
Step 5.1 — Review Work Task / Facility Project
Role: Shop Foreman / Lead Technician / Craftsman
The Craftsman receives and reviews the Work Task or Facility Project from previous planning and scheduling notes,
phases, tasks and so forth to fully understand the service required and to better determine any follow up requirements
as work is executed. All requirements should be planned, scheduled and coordinated by the Lead Technician /
Craftsman / Ops Planner before the execution stage. During this stage of execution the Lead Technician / Craftsmen
should confirm resources planned and scheduled for support to ensure they are/will be on site to facilitate timely
execution/completion of work.
Lead Technician / Craftsman should not leave the validation of resources to whoever planned the work. They
should be part of the process during scheduling and at time of execution make final contact with all resources
required to ensure timely responsiveness and completion of work.
Proceed to Step 5.2.
Step 5.2 — Execute Work Task or Facility Project
Role: Shop Foreman / Lead Technician / Craftsman
The Craftsman receives the necessary materiels, which the Shop Foreman or Lead Technician requested — from
Materiel Control, Process 4.0 Issue Materiels — in preparation for work execution. If any Work Clearance Request (AF
Form 103, Base Civil Engineering Work Clearance Request) was processed it should be on site during execution of
work. Any Civil Engineering (CE) Shop or other base/community entity/resource that was required on site as part of
the requirement should have been made aware of those requirements during the scheduling phase of work and
contacted again during the review phase of the execution process.
411Page

Emergency Work: Craftsman should mitigate the emergency and verify the deficiency. From time to time, a
particular asset will be under warranty but not the entire facility. As such, a warrantied asset might be identified by the
craftsman at the time of work execution (not initial service request) and have to follow up with the Foreman, after
mitigating the emergency, on whether to execute the final repair via warranty or subsequent prioritized in-house Work
Task.
During Planning Stage Ops Planner / Shop Foreman should have identified if under warranty but if not and upon
further inspection/while on site the asset and/or real property is determined to be under warranty this step should tie
into WM 7.0, Step 7.7.
The Craftsman proceeds to execute the Work Task / Facility Project according to specifications
Proceed to Step 5.3.
Step 5.3 — Determine if there are issue(s) and/or follow-up work within a Work Task / Facility Project
Role: Shop Foreman / Lead Technician / Craftsman
While executing work, the Craftsman might come upon additional requirements/tasks that were not originally planned
but must be performed in order to fulfill the original Work Task or Facility Project. There also could be occasion where
the planned phases/tasks within the Facility Project might have not been to par with the requirement and would need
rework. Also, there could also be additional requirements asked for/levied by the Facility Manager / Customer.
Increases from the original scope need to be addressed in Process 3.0 Plan Work.
The lead Craftsman for the Facility Project / Work Task should perform periodic assessments of how the project/task
is coming along to ensure the schedule of work proceeds as programmed. If there are any discrepancies, job
stoppage/work delays and/or other issues that affect the schedule then the schedule might need to be adjusted via
the Schedule process. Note: these normally do not involve new work requirements, change in scope, or other
issues that would require additional 'Planning'
Refer to Process 6.0 Close Work, Step 6.8 for follow-up requirements that derive from emergency Work Tasks (e.g.,
once emergency requirement is mitigated then the follow-up Work Task is created and prioritized based on the
requirement).
If a Work Task is identified for other Corrective Maintenance (CM) work not related to the original Facility Project /
Work Task and not tied to Scope Creep, it will also be captured under WM 6.0 Close Work, Step 6.8 for follow-up
requirements.
For simple Work Tasks (e.g., light inoperable, toilet broken, A/C inoperable) this is where the Craftsmen, after being
sent out to work on the task, identifies if it's a simple repair or if materiel is required. If the requirement is a minor
Work Task that only requires over-the-counter (OTC) materiel(s), then the user returns to Process 3.0 Plan Work,
Step 3.7 to address the materiel requirements.
If `Issues found,' proceed to Process 3.0 Plan Work.
If `Delay in schedule,' proceed to Process 4.0 Schedule Work, Step 4.4.
If `No issues,' proceed to Step 5.4.
Step 5.4 — Accomplish Work Task / Facility Project
Role: Craftsman
Work is performed based on the Detailed Planning performed in Process 3.0 Plan Work and the schedule outlined in
Process 4.0 Schedule Work.
Proceed to Process 5.5 Input Labor.
Process 5.5 — Input Labor
Role: Operations Engineering, Shop Foreman / Lead Technician
Accurate time accounting is a critical component applied by Operations Flight (CEO) leadership, Base Civil Engineers
(BCE), and higher headquarters to analyze labor data, assess how manpower is employed, understand Shop
421Page

workload, predict the impact of additional tasks, identify the need for additional manpower, or realign existing
manpower.
Operations personnel perform time accounting daily (or as tasks are completed) to reflect the amount of time spent on
each Work Task or Facility Project. Time accounting determines the full cost of work and bill reimbursable
Customers, as necessary. Providing flawed time accounting for labor leads to inaccurate resource projections,
incorrect decisions to accept Service Requests based on the idea that labor is available, and a loss of Civil
Engineering (CE) funds on reimbursable work.
The Appropriate Authority for labor input varies from base to base. The Shop Foreman, Lead Technician, or
Craftsman are the standard candidates to be responsible for labor inputs. The Shop Foreman assigns resources to
Work Tasks / Facility Projects and performs subsequent labor inputs within TRIRIGA. However, the Shop Foreman
may delegate labor input responsibilities to the Lead Technician but it is important that whomever is managing
resources within a specific Shop that precise management of available man-hours and resources to requirements are
applied appropriately. Centralizing time entry at the Shop level eliminates duplicative work, but only when there is
implementation in conjunction with a solid training program that standardizes time entry practices and reduces
mistakes by Shop personnel.
Operations Engineering monitors overall labor reporting, identifies any local reporting errors, and ensures all time
reports are accurate.
One of the main points of Program Action Directive (PAD) 12-03, Civil Engineering (CE) Transformation is the
adaptation of an asset management approach. Asset management is the term coined for the process of using all
available resources in the most efficient way possible. In order to employ personnel efficiently, an accurate job
analysis is required.
Full information on this process can be found in the separate map and narrative in Process 5.5 Input Labor.
Return to Table of Contents
431Page

Work Management — 5.0 Execute Work
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Work Management — 5.5 Input Labor
Introduction
Roles and Responsibilities
Narrative
Introduction
Accurate time accounting is a critical component applied by Operations Flight (CEO) leadership, Base Civil Engineers
(BCE), and higher headquarters to analyze labor data, assess how manpower is employed, understand Shop workload,
predict the impact of additional tasks, identify the need for additional manpower, or realign existing manpower.
Operations personnel perform time accounting daily (or as tasks are completed) to reflect the amount of time spent on
each Work Task or Facility Project. Time accounting determines the full cost of work and bills reimbursable Customers,
as necessary. Providing flawed time accounting for labor leads to inaccurate resource projections, incorrect decisions to
accept Service Requests based on the idea that labor is available, and a loss of Civil Engineering (CE) funds on
reimbursable work.
The appropriate authority for labor input varies from base to base. The Shop Foreman, Lead Technician, or Craftsman
are the standard candidates to be responsible for labor inputs. The Shop Foreman assigns resources to Work Tasks /
Facility Projects and performs subsequent labor inputs within TRIRIGA. However, the Shop Foreman may delegate labor
input responsibilities to the Lead Technician, but it is important that whomever is managing resources within a specific
Shop, that precise management of available man-hours and resources to requirements are applied appropriately.
Centralizing time entry at the Shop level eliminates duplicative work, but only when there is implementation in conjunction
with a solid training program that standardizes time entry practices and reduces mistakes by Shop personnel.
Operations Engineering monitors overall labor reporting, identifies any local reporting errors, and ensures all time reports
are accurate. Corporate improvements are identified for inclusion in future releases to the Air Force Installation and
Mission Support Center (AFIMSC) or the Air Force Civil Engineer Center (AFCEC), as appropriate.
One of the main points of Program Action Directive (PAD) 12-03, Civil Engineering (CE) Transformation is the adaptation
of an asset management approach. Asset management is the term coined for the process of using all available resources
in the most efficient way possible. In order to employ personnel efficiently, an accurate job analysis is required.
Roles and Responsibilities
RESPONSIBILITIES
WM L
Operations Addresses discrepancies with the Shop Foreman
Engineering Identifies labor reporting procedures
_ Analyzes data, as required _
• Reviews Work Task and confirms accuracy among completion
• Inputs labor into Interim Work Information Management System (IWIMS) / TRIRIGA
Shop Foreman / Lead Technician Identifies / creates Indirect Tasks from Standard Listing
• Assigns / reassigns resources to task(s)
• Addresses / resolves issues
Narrative
Entry from Process 5.0 Execute Work, Step 5.4.
451Page

Step 5.5.1 — Review / analyze labor input to ensure standardization
Role: Operations Engineering
Operations Engineering is the oversight role to ensure all labor inputs are accurately representing the utilization of
resources throughout a Work Task / Facility Project.
Proceed to Step 5.5.2.
Step 5.5.2 — Determine type of labor
Role: Shop Foreman / Lead Technician
The Shop Foreman reviews the Work Task / Facility Project package and determines the resources needed to
properly execute the assigned task/project. The process of assigning resources is accomplished in Process 4.0
Schedule Work, Step 4.5. The legacy In -Service Work Plan functionality will now be performed within TRIRIGA
through the scheduling function by using the Gantt Chart and other affiliated tools.
By assigning resources (e.g., personnel) to a Work Task prior to execution, the Shop Foreman records accurate time
within TRIRIGA under the specific Work Tasks Resources tab once the work has been accomplished for that specific
day. Most labor will actually be documented on the Time Sheet or in the case of the Shop Foreman, 'My Team's Time
Sheet.' Users identified as a Resource on a task can still log hours on the 'Resources' tab but the Time Sheet is the
easier option. Resource assignment and time records must be made in real time and will not always be preplanned
within TRIRIGA.
Labor types are either Direct Labor inputs, where resources are assigned to a specific Work Task / Facility Project, or
Indirect Labor inputs, where the resources are assigned to labor such as leave. The Shop Foreman / Lead
Technician are assigned to an 'Indirect Work Task,' which is similar to a collection Work Task for Indirect Labor hours.
If Indirect Task,' proceed to Step 5.5.3.
If `Direct Labor,' proceed to Step 5.5.5.
Step 5.5.3 — Create / identify Indirect Task
Role: Shop Foreman / Lead Technician
Indirect Labor is known as an Indirect Task, which must be created within the 'Resources' tab, obtain assigned
resources (e.g. personnel records), and acquire the appropriate hours charged. Indirect Labor is captured on an
'Indirect Work Task.' The Shop Foreman of each Workgroup will create an Indirect Service Request for each type of
Indirect time which results in an Indirect Work Task to capture each type of time.
Proceed to Step 5.5.4.
Step 5.5.4 — Assign resource(s)
Role: Shop Foreman / Lead Technician
During Process 4.0 Schedule Work, a personnel resource might have been scheduled to work on a specific Work
Task / Facility Project at a given date/time. With personnel calling in sick or with Emergencies popping up it might be
necessary to reassign resources (personnel in this case) to another Work Task or perhaps charge their time to an
Indirect Task.
The Shop Foreman or delegated representative within the Shop is required to accurately account for each person and
where they spent their time daily. The Shop Foreman adjusts resources and schedules to properly forecast future
resource availability and requirement needs, as appropriate.
Proceed to Step 5.5.5.
Step 5.5.5 — Input hours against assigned task
Role: Shop Foreman / Lead Technician
The appropriate authority initiates the Time Accounting process by inputting labor in TRIRIGA and tracks time in
accordance with the established time categories for all Shop personnel for work performed as well as Indirect Labor
(Indirect Task).
461Page

The Shop Foreman then reviews the Work Tasks to confirm accurately recorded time via `My Team's Time Sheet' in
TRIRIGA.
Proceed to Step 5.5.6 and Cost Accounting for the CE Financial Manager Playbook, Process 1.0 Shop Rate
Calculation.
Step 5.5.6 — Determine if Work Task / Indirect Task is complete
Role: Shop Foreman / Lead Technician
The Shop Foreman determines if the time required for the Work Task is accurate. If the time report is accurate, the
process continues with the Shop closing the Work Task, as necessary.
Operations Engineering (delegated official) addresses the Shop Foreman with any discrepancies within their review of
labor reporting/asset management.
If `Not Completed,' proceed to Process 5.0 Execute Work.
If `Completed,' proceed to Process 6.0 Close Work.
471Page

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Work Management — 6.0 Close Work
Introduction
Roles and Responsibilities
Narrative
Introduction
In the Close Work process, the Lead Technician provides feedback to the Shop Foreman that the work is complete and
the Shop Foreman inspects the Work Tasks performed on site as well as the records for quality, accuracy, labor, and
verifies the materiel accounting information. The Shop Foreman takes appropriate steps to resolve any outstanding
materiel returns with Materiel Control or finalize any DD Forms 1354, Transfer and Acceptance of Department of Defense
Real Property, with the Real Property Officer (RPO), as necessary. The Shop Foreman also determines if any updates to
Asset Records are required. Finally, the Shop Foreman changes the task status to'Complete' in TRIRIGA. This process
not only occurs after a completed project, but also if the Work Request Review Board (WRRB) or Coordinating Agencies
reject a project.
Once the Shop Foreman marks the task as 'Complete,' TRIRIGA automatically notifies relevant parties of any follow-up
actions. For any DID Forms 1354, TRIRIGA notifies the RPO, who manages the capitalization process. For any one-time
funding documents for contracted services or materiel, TRIRIGA notifies the Civil Engineer Financial Manager (CE FM),
who tracks reimbursable Work Tasks and associated costs.
Note: Once a Work Task or Facility Project record in TRIRIGA is closed it cannot be modified or otherwise adjudicated.
Thus, the record becomes non-editable. Any actions that need to take place within a TRIRIGA record must take place
prior to the record being placed into a 'Closed' state or what is better known as a 'Closed' status. Marking a process or
step within a TRIRIGA Work Task or Facility Project record as 'Complete' does not make the record non-editable but does
annotate that work/execution of the particular Work Task or Facility Project has been 'Completed'
To 'Close Out' a Work Task or Facility Project within TRIRIGA all associated 'Scheduled Tasks' and 'Work Tasks' must be
in the "Complete" status/state. Remember, Work Task/Facility Project 'Records' require subsequent programically run
tasks and/or manual tasks to happen that might not directly be annotated in the TRIRIGA record but are part of Business
Processes. Thus, before doing a 'Close Out' (changing status of Facility Project/Work Task status to 'Closed') of any
TRIRIGA Work Tasks/Facility Project, Operations Engineering should be sure that no other internal/external stakeholder
such as: Cost Accounting, Real Property, Engineering, and so forth has any other pending actions on the particular
record. Once the record (Work Task/Facility Project) is in a 'Closed' status/state it cannot be modified or otherwise
adjudicated.
Roles and Responsibilities
•RESPONSIBILITIES
• Conducts Work Task Record quality assurance (QA) for documentation, materiel, and
labor hours used/unused
• Coordinates return of unused materiel to Materiel Control, as necessary
Shop Foreman / Documents work performed and attaches necessary documents to the Work Task
Lead Technician / Record
Ops Planner Coordinates finalization of DID Form 1354, if capitalization is required
• Lead Technician notifies the Shop Foreman that work is complete
• Completes inspection/updates Work Task status to 'Complete'
• Begins the Manage Asset Records Process, if necessary
491Page

Narrative
Entry from Process 2.16 Facility Project, Step 2.16.12.
Entry from Process 3.0 Plan Work, Step 3.11 and 3.16.
Entry from Process 4.3 Obtain Work Clearance, Step 4.3.6.
Entry from Process 5.5 Input Labor, Step 5.5.5.
Step 6.1— Conduct Work Task / Facility Project QA
Role: Shop Foreman / Lead Technician / Ops Planner
The Shop Foreman conducts Work Task / Facility Project QA before completing the Work Task / Facility Project. The
Lead Technician conducts an inspection of the work to verify the Craftsman executed the work according to the
procedures outlined in the Work Task / Facility Project.
The Lead Technician determines if any issues are present with the work performed by the Craftsman. If so, the Lead
Technician coordinates with the Craftsman and the Facility Manager or Customer to resolve the issue, as necessary.
If the issue is not materiel -related, the Craftsman coordinates with the Lead Technician, other Operations personnel,
or the Facility Manager or Customer to resolve the issue in Process 4.0 Schedule Work.
After coordinating to resolve the issue, the Craftsman conducts a quality check to ensure the issue is resolved. If it is
not resolved, he or she takes the necessary corrective action.
If the issue requires additional materiel resources and part of the original requirement then the Work Task / Facility
Project returns to Process 3.0 Plan Work.
If `Completed QA,' proceed to Step 6.2.
If Incomplete,' proceed to Process 3.0 Plan Work.
Step 6.2 — Complete Work Task / Facility Project
Role: Shop Foreman / Lead Technician / Ops Planner
The Lead Technician and/or Craftsman completes the Work Task / Facility Project based on the requirements;
coordinates with Engineering Flight (as necessary), documents work performed, and records the results of QA in
TRIRIGA.
All Work Tasks and Schedule Tasks associated to a Facility Project must be 'Complete' before the Facility Project can
be 'Complete.'
Proceed to Step 6.3.
Step 6.3 — Return any unused materiel
Role: Shop Foreman / Lead Technician / Ops Planner
The Shop Foreman determines if there is materiel assigned to the Work Task / Facility Project that has not been used.
If there is unused materiel, the Shop Foreman or Lead Technician physically removes the materiels from the
Operating Materiels section of the Work Task and returns the unused materiel to Materiel Control. Materiel Control
places the materiel into inventory and removes them from the Work Task / Facility Project record during the Receipt
and Invoice Process.
Proceed to Materiel Control P/aybook, Process 6.0 Dispose Materiel and Retire Operating Stock Line Item.
Step 6.4 — Create and finalize DD Form 1354, as required
Role: Shop Foreman / Lead Technician / Ops Planner
If a WRRB convened during the planning process, that body will have determined whether capitalization was required
for the project. During the closing of the work, the Shop Foreman reviews the project, coordinates with appropriate
personnel (e.g., the RPO), and ensures that any necessary capitalization took place. If there is an outstanding
opportunity for capitalization, the Shop Foreman takes the necessary steps to complete the capitalization.
The Shop Foreman determines whether a draft DD Form 1354 exists. If a WRRB convened during the planning
process, the Shop Foreman or Ops Planner should have created a draft DD Form 1354 at that time. If a draft DD
501Page

Form 1354 does not exist, the Shop Foreman coordinates with appropriate personnel (Ops Planner, RPO, etc.) to
create one. The Shop Foreman and RPO review the draft DD Form 1354 and include any additional information to
finalize it. For more information on creating and completing DD Form 1354, please refer to the Air Force Institute of
Technology (AFIT) web -based training course — "Transfer and Acceptance of DoD Real Property Through the DD
Form 1354".
TRIRIGA determines if a DD Form 1354 was generated during the work. If a DD Form 1354 was generated, TRIRIGA
sends a notification containing the linked record to the RPO. The RPO continues this process in the Real Property
Capitalize Work Process.
Proceed to Additional Closeout Actions; Steps 6.5, 6.6, 6.7, and 6.8 and Real Estate Transactions, Accountability, and
Inventory Playbook, Process 18.0 Capitalize Work.
Step 6.5 — Determine if new / changed assets
Role: Shop Foreman / Lead Technician / Ops Planner
After completing the Work Task / Facility Project, the Shop Foreman determines if the work required or identified any
new assets or updates to Asset Records.
If there are new or changed assets, the Shop Foreman performs updates to Asset Records in Process 7.0 Manage
Asset Record. If there are no new or changed assets, the Close Work process ends for Operations personnel.
If Assets,' proceed to Process 7.0 Manage Asset Record.
If `No new or changed assets,' proceed to Step 6.10.
Step 6.6 — Determine if a one-time funding document was used
Role: Shop Foreman / Lead Technician / Ops Planner
If a Purchase Order (PO) with a One -Time Funding Document was used to support the execution of the Work Task /
Facility Project, the CE FM will be notified once the PO is marked as `Complete'. However, Operations personnel
should still touch base with the CE FM as they proceed through closeout activities to make sure all One -Time funding
has been accounted for.
If `Yes,' proceed to Cost Accounting for the CE Financial Manager Playbook, Process 2.3 Non -Supply Funding
Document Closeout.
If `No,' proceed to Step 6.10.
Step 6.7 — Determine if follow-up work is required
Role: Shop Foreman / Lead Technician / Ops Planner
If the Lead Technician identifies a need for follow-up work, he or she determines if the follow-up work constitutes a
new requirement.
If follow-up work is a requirement that derived from emergency work tasks (e.g., once emergency requirement
mitigated then the follow up work task should be created and prioritized based on the requirement).
If the follow-up work is simply a status check to ensure that the work was successful or some other task directly
related to the original Facility Project / Work Task, and it wasn't completed when the original Facility Project/Work
Task was still open, then the Lead Technician coordinates to schedule that work through a subsequent Work Task.
If a work task is identified for other Corrective Maintenance (CM) work not related to the original Facility Project/Work
Task, and not tied to Scope Creep, it will also be identified here.
If the follow-up work is not part of the original service request (e.g., an electrical problem identified during a wall
repair), then the Lead Technician coordinates the creation of a new Work Task with Operations Engineering.
If `Yes,' proceed to Process 2.0 Create Service Request.
If `No,' proceed to Step 6.10.
511Page

Step 6.8 — Determine if work was for Energy Meter -reading
Role: Shop Foreman / Lead Technician / Ops Planner
The Lead Technician determines whether there is Energy Meter -related work and notifies the Energy Manager, if
applicable.
If `Yes,' proceed Step 6.9.
If `No,' proceed to Step 6.10.
Step 6.9 — Provide Energy Manager the meter reading
Role: Shop Foreman / Lead Technician / Ops Planner
TRIRIGA notifies the Energy Manager that the readings are complete and ready for review.
Proceed to Step 6.10.
Step 6.10 — Close the Work Task / Facility Project
Role: Shop Foreman / Lead Technician / Ops Planner
If the record does not require further review from CE Financial Management or Real Property, the Shop
Foreman/Lead Technician/Ops Planner updates the Work Task / Facility Project to `Closed'.
The Ops Planner needs to coordinate with all any internal/external stakeholders within a Facility Project to ensure all
of their closeout processes and/or requirements have been met before selecting the `Close' option.
End.
Return to Table of Contents
521Page

Work Management — 6.0 Close Work
----------------------------------------------------------
Closeout Actions
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Work Management — 7.0 Manage Asset Record
Introduction
Roles and Responsibilities
Narrative
Introduction
After all work is complete, the Shop reviews Real Property Installed Equipment (RPIE) Asset Records and makes
adjustments to reflect any newly installed or changed assets, as necessary. Alternatively, a Customer may identify a need
for a record update, and submit a request to Operations Engineering (CEDE). Only personnel with the Customer Service
Unit (CSU) role can view these requests in TRIRIGA. Operations Engineering reviews the request and routes it to the
appropriate Shop. The Asset Record becomes inactive while updates are in -progress in TRIRIGA. Once updates are
complete, the Shop re -activates the Asset Records and TRIRIGA notifies the Superintendent and Real Property Officer
(RPO) of the change.
Operations Engineering manages the Warranty and Guarantee Program. Operations Engineering maintains equipment
Asset Records in TRIRIGA for all assets installed via contract projects and in-house work orders. Equipment installed via
contract projects are updated and entered into TRIRIGA based on documentation provided by the Engineering Flight,
Project Management Element (CENM).
TRIRIGA and the Shop Foreman notify the Craftsman of scheduled work, and the Craftsman confirms when on site that
the scheduled work does not conflict with any warranties/guarantees posted on asset(s). If no warranty is in place or the
work is handled by Operations, the Craftsman receives the necessary materiel and completes the tasks.
Roles and Responsibilities
.� .�
• Determines the need for Asset Record updates
Operations Creates new Asset Records
Engineering / Updates warranties
Shop Foreman / Updates Job Plans and Preventative Maintenance (PM) Schedules with new assets
Lead Technician Updates Asset Record condition and other characteristics
• Activates new and revised Asset Records
• Reviews the Service Request for approval and routes to the appropriate Shop
Requestor / CENM 0 Creates a Service Request that requires for a record update
Narrative
Entry from 6.0 Close Work, Step 6.5.
Entry from Project Execution Playbook, Process 3.0 Closeout, Step 3.2.
Entry from SMS Implementation Playbook, Process 1.0 Access and Update Inventory.
Step 7.1 — Submit request for record update
Role: Requestor / CENM
Any individual at the installation can identify the need for an Asset Record update in TRIRIGA. To request an update,
the requestor submits a Service Request to Operations Engineering. The requestor also attaches any necessary
documentation to the Service Request in TRIRIGA.
Note: The CENM:
• Coordinates with CEOE on construction Warranty Program
• Transfers warranty information to CEOE and establishes timelines to conduct inspections prior to warranty
expiration
541Page

• Coordinates with CEOE on warranty issues and prepares information for and coordinates with Contracting Officer
(CO) on warranty and latent defect issues
• Conducts warranty inspections
• Transfers warranty information to CEOE
• Coordinates with CEOE on warranty issues and ensures proper documentation of maintenance tasks is available
Proceed to Step 7.2.
Step 7.2 — Review record update request
Role: Operations Engineering / Shop Foreman / Lead Technician
Operations Engineering receives the Service Request to create or change an Asset Record and reviews the request
to ensure all required documentation is provided.
Proceed to Step 7.4.
Step 7.3 — Review documentation
Role: Operations Engineering / Shop Foreman / Lead Technician
After closing out work, the Shop Foreman or Lead Technician determines if it is necessary to update Asset Records
(Work Task or Facility Project).
Proceed to Step 7.4.
Step 7.4 — Determine if new asset
Role: Operations Engineering / Shop Foreman / Lead Technician
The documentation is reviewed by Operations Engineering, the Shop Foreman, and/or the Lead Technician, who
determines if a new Asset Record needs to be created or only requires updates to existing Asset Records.
If `Yes,' proceed to Step 7.5.
If `No,' proceed to Step 7.7.
Step 7.5 — Add new asset to SMS
Role: Operations Engineering / Shop Foreman / Lead Technician
Operations Engineering incorporates the new asset to the inventory and updates the Sustainment Management
System (SMS) record.
Proceed to Step 7.6.
Step 7.6 — Create new Asset Record in TRIRIGA
Role: Operations Engineering / Shop Foreman / Lead Technician
To properly account for the assets in the inventory, Operations Engineering, Shop Foreman and/or Lead Technician
creates a new Asset Record.
Proceed to Step 7.7.
Step 7.7 — Update warranty information, as required
Role: Operations Engineering / Shop Foreman / Lead Technician
Operations Engineering, Shop Foreman, and/or Lead Technician ensures that the warranty information is attached or
posted near the asset and documents in TRIRIGA for In -House work. CENM: For Contract Installed assets the
contractor should be responsible to place warranty markings and CENM should ensure warranty information gets
updated in TRIRIGA as appropriate.
If the facility/asset was still under warranty, workers do not service items covered by usable warranties or guarantees,
thus the Craftsmen would identify the requirement back to the Shop Foreman. The Shop Foreman would pass the
information/requirement back to Operations Engineering. Operations Engineering, with coordination with Sub -Activity
551Page

Management Plan (AMP) Manager, would either act upon the Work Task if the facility/asset is under a warranty from
past in-house work or forward information to Engineering (CEN) for a facility/asset under warranty from contract work.
The appropriate section (CEN or CEDE) would initiate warranty requests based on the situation identified and
validated by the CE Craftsman.
Review warranty or guarantee to determine the extent of coverage (parts only or discount) and the expiration date. In
addition, since some warranty periods start when the item is delivered to the Government, the bulk of the warranty
period may have elapsed while the item was in storage.
Note: Assets covered by usable warranty or guarantee should have a warranty marking on the unit and/or containers.
In general, assets under warranty should be stamped or marked, or otherwise furnished with a notice of the existence
of the warranty. The purpose of the markings or notices is to inform Government personnel who store, stock, or use
the supplies that the supplies are under warranty. The markings may be brief, for example: (1) a brief statement that
a warranty exists, (2) the substance of the warranty, (3) its duration, and (4) who to notify if the supplies are found to
be defective.
Proceed to Step 7.8.
Step 7.8 — Determine if asset condition changed
Role: Operations Engineering
If it is a new asset, the asset condition should be set to 100. If it is an existing asset, refer to the SMS Implementation
Playbook, Step 1.3 for guidance regarding conducting condition assessments.
If `Yes,'proceed to Step 7.9.
If `No,' proceed to Step 7.11.
Step 7.9 — Update condition reading in SMS
Role: Operations Engineering
When an asset condition changes, Operations Engineering notifies the appropriate Office of Primary Responsibility
(OPR) to update the SMS, as needed.
Proceed to Step 7.10.
Step 7.10 — Update asset condition in TRIRIGA
Role: Operations Engineering / Shop Foreman / Lead Technician
Once the asset condition reading is updated in SMS, Operations Engineering updates the asset condition in TRIRIGA.
Proceed to Step 7.11.
Step 7.11 — Activate Asset Record
Role: Operations Engineering / Shop Foreman / Lead Technician
When all updates are complete, Operations Engineering, Shop Foreman and/or Lead Technician activates the Asset
Record. TRIRIGA automatically notifies the Superintendent and RPO of the updated Asset Record.
Proceed to Step 7.12.
Step 7.12 — Adjust PM schedule, as required
Role: Operations Engineering / Shop Foreman / Lead Technician
Operations Engineering, Shop Foreman and/or Lead Technician adds/modifies Job Plan to maintain the asset
serviceability.
Proceed to Preventive Maintenance Playbook, Process 1.0 Define PM Requirement.
Return to Table of Contents
561Page

Work Management — 7.0 Manage Asset Record
Project Execution
J
Process 3.6
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5.0
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7.9
7.10
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Work Management Acronyms and Definitions
U
Advanced
ADLS
N/A
Distributed
Learning
System
Air Force Civil
AFCEC
N/A
Engineer
Center
Air Force
ART
N/A
Institute of
Technology
Air Force
AR
N/A
Instruction
Air Force
AFPAM
N/A
Pamphlet
Air Force Policy
AFPD
N/A
Directive
Automated
ABSS
N/A
Business
Services
System
Automated Civil
ACES-
N/A
Engineer
RP
System — Real
Property
Activity
AMP
N/A
Management
Plan
B
Base Civil
BCE
N/A
Engineer
Big 3 Contract
N/A
Grounds Insurance, Custodial Services, Integrated Solid
Waste Management
C0
Capital Project N/A
TRIRIGA forms used to plan, schedule, and execute
larger scope work involving multiple Work Tasks and
Shops. Capital Projects are used for work requiring
capitalization
Central CCR
N/A
Contractor
Registry
Civil Engineer CE
N/A
Civil Engineer CE FM
N/A
Financial
Manager
581Page

Construction In CIP
N/A
Progress
Customer N/A
TRIRIGA form identifying the Customer with attached
Organization
Support and Reimbursable Agreements, formerly known
as Customer Code
Customer CSU
N/A
Service Unit
Al
Date Eligible for DEROS N/A
Return From
Overseas
Department of DOD N/A
Defense
E
Engineering ETL N/A
Technical Letter
F
Facility
FO
Operations
Facility Project
N/A
TRIRIGA forms used to plan, schedule, and execute
larger scope work involving multiple Work Tasks and
Shops
Financial
FM
N/A
Manager
Fire Emergency
FES
N/A
Services
Fiscal Year
FY
N/A
Found On Base
FOB
N/A
le -
Government GPC N/A
Purchase Card
H
Hazardous HAZMAT N/A
Material
591Page

Independent IGE
N/A
Government
Estimate
Information IT
N/A
Technology
Integrated IPL
A list of a Wing Commander's highest priority
Priority List
requirements, prioritized across Service and functional
lines, defining shortfalls in key programs that, in the
judgment of the Wing Commander, adversely affect the
capability of the Wing Commander's forces to
accomplish their assigned mission. The integrated
priority list provides the Combatant Commander's
recommendations for programming funds in the
planning, programming, and budgeting system process
Invitation for Bid IFB
N/A
J
Job Plan
L
Logistics LRS
Readiness
Squadron
K
TRIRIGA forms used to plan and schedule PM work
plans that route automated PM Work Tasks directly to
the applicable Shop
N/A
Major MAJCOM N/A
Command
Memorandum MOA N/A
of Agreement
Memorandum MOU N/A
of
Understanding
I
601Page

n
Operating OI
Instruction
Operations CEOE
Engineering
Element
Operations and O&M
Maintenance
Pacific Air
PACAF
Forces
Preventive
PM
Maintenance
Preventive
N/A
Maintenance
Plans
Program Action
PAD
Directive
Programming
P-Plan
Plan
Lei
Quality QA
Assurance
Quality Control QC
Real Property
Real Property
Installed
Equipment
Real Property
Office
Real Property
Unique
Identifier
Reimbursable
Agreement
N/A
N/A
N/A
N/A
N/A
TRIRIGA forms used to plan and schedule PM work
plans that route automated PM Work Tasks directly to
the applicable Shop, formerly known as Recurring Work
Plans
N/A
N/A
N/A
N/A
RP N/A
RPIE N/A
RPO N/A
RPUID N/A
N/A TRIRIGA document founded on Support Agreements
and Directives that identifies the type of work in which
the Customer must reimburse CE. Known in legacy
terms as "Refund Reimbursement Indicator (RRI)"
611Page

Request
Classification
S
N/A TRIRIGA option chosen (e.g., Room too cold) within the
Service Request; Associated Service Plan and
Assignment Rules dictate the type of task and
responsible Shop, formerly the "Description of Work"
section on an AF Form 332
Service N/A
Request
Subject Matter SME
Expert
IA
Temporary Duty TDY
U
V
W
TRIRIGA form within the Request Central Portal used to
request work and services, formerly known as a AF 332
Base Civil Engineer Work Reqest
N/A
N/A
Work Group N/A
TRIRIGA object identifying the respective Shop and
Shop personnel. The Work Group will still have an
RCCC identifier within the object for Cost Accounting
reasons, formerly known as Responsibility Center or
Cost Center
Work Request WRRB
N/A
Review Board
Work Task N/A
TRIRIGA form used to plan, schedule, and execute
small scale work involving only one Shop, formerly
known as Direct Scheduled Work (DSW)
I.\
621Page

631Page

Y
Z
Return to Table of Contents
641Page