Developing Data-Input Standards for Computerized Maintenance Management Systems: Summary of a Symposium/Workshop (1994)

Robert L. Halcombe

The Soverign Group, Inc.

The establishment of standards of data input for computerized maintenance management systems has far-reaching implications for health care institutions. This is the reason that the American Society of Hospital Engineering (ASHE) of the American Hospital Association is concerned. ASHE represents nearly 6,800 hospitals in United States. Presently, there is a Committee of Computerization that concerns itself with topics such as this one. ASHE is committed to the highest quality health care delivery environment, and earns the trust of those we serve every day.

Prior to discussion regarding a standard for data input, a review of the trends in computing environments and platforms must be observed. This allows an increasing depth of understanding regarding users. Worth noting are trends in work group demographics, limitations of data to specific hardware, existing standards in use today, and impact of results of similar technology applications.

The Federal Construction Council's sponsors include agencies of the federal government. At the recent Federal Computer Conference in Washington, D.C., the second annual “Best Open Systems Solutions” awards (BOSS) recognized four areas of open systems development. Those areas are planning and migration strategies; innovation in hardware, software, and networking approaches; security; and education/training programs. Among the winners of these awards are standards incorporation strategies and paradigms that are similar to those under consideration by the Federal Construction Council.

The Army's (Fort Belvoir, Virginia based) Program Management Office earned a BOSS award for its Sustaining Base Information Service plan for converting the Army's information systems by 2002. At the heart of the plan is the adherence to the standard Posix and Gosip specifications. The SBIS program requires that application software be developed independent of hardware platforms. These standards are supported by the National Institute of Standards and Technology, Gaithersburg, Maryland. The standards requirements have cut source selection costs by 50 percent.

The Department of the Navy's Sea Systems Command won a Planning and Migration to Open Systems award for its Advanced Industrial Management (AIM) program. John Streufert, director of NSSC said the “unobstructed exchange of technical data in standard work products is a key ingredient in the system. ” Streufert said the Navy estimates a $1.6 billion savings in costs by 1997. The BOSS award for innovation in hardware, software, and networking approaches went to the National Institutes of Health Division of Computer Research and Technology, of Bethesda, Maryland. NIH was awarded this award for its Advanced Laboratory Work station. According to an NIH spokesman, users need know nothing about the computer system in order to use it. Functions and interfaces will always be the same.

Another Army unit, the Standard Army Management Information Systems received an award for its Installation Support Modules (ISM), system which will provide 24 hour access to training information, replacing the normal distribution system of 15,000 training manuals. Army officials contended that the costs saved by not distributing the manuals will pay for the system.

These examples indicate a desire in the field for applications that allow groups of users to share information regardless of hardware. Common user interfaces and controls enhance usability even for the untrained. Access to information in real time is also being implemented. A common result for each of these implementations is cost reduction.

Prior to discussing protocols, tools, or methods it is important to study the object the proposed standard desires to replace: equipment information. Equipment information includes several resources. These are:

• Books, which include

• Operating Manuals

• Training Manuals

• Parts & Supplier References

• Certification Testing Options

• Newsletters, providing the latest tips in usage and options offerings

• Video, how-to or procedural training

• Slide Show & Audio, including subject overviews to detailed methodologies.

Books contain several usable parts, including text, photographs, mechanical drawings, and a format. The idea of a standard expected format assists users in utilization of the book without additional training. Regarding format, the cover informs the user of subject and author. This is the recognition/identification usage phase. The copyright date, printing edition information complements this phase. A Table of Contents describes a patterned approach to the information. The index

provides a tool for quick lookup to selected topics. An Appendix provides additional data, late breaking information, and additional resources.

Newsletters contain information on specific models, training tips, recognition for excellence in training or operation, and update information. Slide shows & video contain pictures, graphics, and abilities to understand a process, whether the process concerns disassembly or operation.

When establishing a standard to affect a process that replaces an existing process, it is desirable to measure the restrictive nature of the proposed standard. If there is a more restrictive nature in the proposed standard, it must be for a distinct measurable advantage not present in the existing offerings. To author a standard that is restrictive limits the creation and usage of feature/function relationships. In this instance, to author a standard that restricts the proposed solutions to a technical sophistication below that of current markets, trends, and tools is not reasonable. Simply, why devise a computer solution less sophisticated and usable than an existing paper solution? A standard for a computer based solution must have sufficient features and functions to allow the capabilities of today's equipment information manuals and media packages.

In order to emulate existing published offerings, a format is herein suggested. The main categories are: Identification, Specification, Training, Operation, Maintenance, Final Disposition, Anomaly Reporting, Index, and Appendix. Each category is to have fields for specific data to be supplied. The first category, Identification, should contain the following:

• Name of subject equipment given by manufacturer

• Alias listing: (example, a.k.a. copy machine, xerox machine)

• If medical device, FDA#

• Name of Manufacturer

• Address of Manufacturer

• Phone number of manufacturer

• Contact person at manufacturer

• Model number

• Make number

• Serial number

• Location tag (if fixed install, where the installation took place)

The second category is Specifications. It should contain:

• Equipment purpose, what the equipment was designed to ccomplish

• Equipment certifications: (Examples: FCC Class, FDA approval #, Underwriters Laboratories certification, Department of Defense classification)

• Equipment Restrictions: (Examples: not for export, not for use with inductive hearing and pickup, therefore not for emergency use)

• Warranty & applicable dates

• Physical Characteristics:

• Operating environment

• Temperatures acceptable for use

• Restrictive environmental concerns (Example: not for use in explosive environments, not for use without containment procedures)

• Level of cleanliness restrictions

• Physical dimensions (Example: Height, Weight, Clearance Restrictions)

• Physical operating parameters (Example: 150 rpm @ 28° C, Cooling Water Range=42° to 78°F)

The third category is Training. It should contain:

• Theory of operation

• Safety warnings

• Material Safety Data Sheets applicable

• Safety features

• Expected level of training expected for:

• Operator (list license or certification requirements)

• Trainer (list license or certification requirements)

• Repair technician (list license or certification requirements)

The fourth category is Operation. It should contain:

• Installation instructions

• Start up procedures

• Normal condition operation

• Abnormal condition operation

• Known unusual events or equipment condition casualties during operation

• Mitigation of such events, procedural format

• Normal condition shut down procedures

• Long term (seasonal, mothball) or final shut down procedures

The fifth category is Maintenance: It should contain:

• Schedule of procedures

• Procedures

• Parts requirements for procedures

• Authorized Parts and Service contact phone numbers and addresses

The sixth category is Final Disposition. It should contain:

• Legal disposal method for equipment

• Legal disposal method for supplies containers

• Company policy on return shipments of the above products

• Legal reporting mechanisms necessary to accomplish the above procedures

The seventh category is Anomaly Reporting. It should contain:

• Reporting person

• Reporting facility

• Contact phone number

• Contact address

• Nature of anomaly

• Number and nature of personal injuries as a result of anomaly

• Anomaly mitigation efforts

The eight and ninth categories are an Index and Appendix. The Index should contain subject listings with reference tabs. The Appendix should contain additional tables, information that did not make final “printing,” or information on any third party add-on installations.

The information within each category needs to be restricted in reasonable ways to improve reliability. The restrictions are:

• The information listed must be free from internal contradictions

• The information must retain unity and coherence in its propositions

• Each statement must be susceptible to testing and proof

• Statements must make no assertion which is physically impossible

• Statements must be free from prejudice

• Propositions supplied must be capable of being broken into simple facts, axioms, or theorems which are susceptible to proof on that basis.

Again, a declaration of optimum delivered solution content would be text, graphics, mechanical drawings, photos, and audio/video emulation. This information must impart knowledge. After identifying these components of an optimum solution, are there any impediments to its delivery? Certainly, there are no technical impediments for delivery of the above components. There exist elegant

examples of this kind of product. Consider implementation of IBM's solutions for training. IBM is the second largest publisher in the United States, second only to the United States Government. They are delivering this type of solution because of effectiveness, economy, and convenience.

To further specify the product, the audience must be considered. According to a recent ASHE survey of its membership, only 5 percent do not presently use computers in their business. Conversely, 39 percent are networked and nearly 30 percent utilize cooperative processing. Therefore, our optimum solution must be able to allow use of information over a network and across platforms if the solution is to benefit the largest number of customers.

The current state of the market operating systems are Windows, Windows NT, OS/2, UNIX, and OS/400 (for midrange systems). These operating systems support:

• Dynamic Data Exchange, a windows protocol for dynamically transferring data between windows applications.

• Object Linking and Embedding, objects (reusable capsules that have unique programming attributes) are defined with reference to other objects, properties of one affect the other. Embedding means that an object placed in one application and used in another is altered in all applications if changed in one.

• Dynamic Link Libraries, a method of incorporating several types of computer functions and languages into an application.

• User Guided Prompting, a method of guided completion of a task.

Would this proposed standard benefit consumers? If the product produced provided the data discussed above, self loaded into the system, and could be transmitted in a short period of time, it would be beneficial. It is believed that this type of system would improve reliability, increase efficiency, and simplify operations. With regard to facility change, this open window for data would ensure capacity for growth and change, as well as provide flexibility within the data system. The auto load feature would increase productivity (decreased error inputting) and therefore reduce costs. The provision of this information improves service to end users. The use of an automated system mitigates the problem of employee turnover for the position responsible for the computer program.

Does this system make sense for the manufacturers? The usability of the system discussed is greater than that of existing technical manuals. It can exist in a smaller bit of “real estate,” can be transferred by multiple persons throughout a facility in real time, and can be found quickly. The cost of publication is substantially less. The cost of mailing is certainly less. The cost of a modification of the manual or drawing is significantly less. Clearly, this proposed system does make sense for the manufacturer.

After defining content, the method of implementation must be chosen. After evaluation of several methods of implementation, it has been found that the

implementation of a Dynamic Link Library is the preferred method. The advantages of this type of implementation are great. These advantages include:

• The computer language is open to several languages, including C, C+ +, Pascal, Turbo Pascal, and others.

• It supports multiple users.

• It supports multitasking.

• There are no inherent memory limitations (as in DOS-based applications).

• It supports client/server interaction.

• It allows equipment capability not normally installed (such as the ability to play sound) providing a possible method for compliance with the Americans with Disabilities Act (by providing sound in place of on-screen text, and voice activated commands instead of keyboard input) and can boost system performance.

• It is a commonly accepted method of implementation of information and instructions, one that is common in the market today and for the future.

• It supports present and upcoming protocols announced for the next five years for PC as well as Midrange computing.

• It supports standard methods of testing for today and the future, and automated testing:

• saves time

• saves money

• eliminates human error

• works with any application, regardless of application size

• is easy to learn and use

• provides for synergetic relationship with present market tools

• overcomes substantial automation challenges posed by present operating environments

• It supports the widest range of equipment.

• It allows for international language formats.

• It allows for high speed data transmission porting.

• Since the protocol is widely used and tested, there is greater dependability

• Since these tools and protocols are widely accepted, there is a greater set of resources for software capabilities, equipment capabilities, and experienced programmers to implement these dynamic Link Libraries.

• Since these protocols are widely accepted and used, there is constant upgradability through product development.

• Information upgrades can occur without adversely affecting the host application.

In order to establish appropriate technical specification standards, every effort must be made to ensure compatability with existing equipment and operating systems. In order to also offer the advantages of today 's robust systems, operations

must include features and software “calls” that are documented and supported. No assumptions are to be made regarding the behavior of the operating systems.

Dynamic Link Libraries (DLL) operating under host applications must not have compatibility problems. Application software manufacturers are eager to assist in the resolution of compatibility problems, however, some fundamental tests must be applied to DLL integration. These tests include:

• DLL installation programs must operate in the application software environment without adversely affecting host application's operation under (for example) a DOS command prompt, a windows DOS command prompt under a windows environment, and under windows using the Run command in the Program Manager's File Menu.

• The DLL must install a current version of itself without adversely affecting the WIN.INI settings, and if the DLL changes any of these settings the host application operates correctly.

• The DLL must not adversely affect the host application's shell, or if the DLL no longer guarantees host or windows shell(s) in the SYSTEM.INI file, that the host application exits windows and terminates correctly. The DLL must also check the number of processes running at start, when it registers, and if more than one process is running the DLL must check the SYSTEM.INI file.

• The DLL must not interfere with dragging of files from within Program Manager, and that the application is able to open the proper file. Similarly, the DLL must not interfere with the host application' s Print Manager settings, or that the application can open and print the proper file.

• The DLL must not interfere with system colors of the host application. DLL's must not change presets from either system, host application, or user preference.

• DLLs must not make assumptions or use undocumented calls to Cardfile or Write files. This includes the use of OLE objects.

• When windows is attempting to load the DLL, the DLL must register in either of the following paths: current directory, windows directory, system directory, application directory, or from path.

• DLLs must not interfere with host application's use of sound and multimedia. This includes the DLL's operation in a virtual machine. DLLs must be compatible with the host's application's drivers.

• DLLs must not interfere with window moving, sizing, redraw, size, minimization, maximumization, or border drag. This includes update areas, child windows, class icons, client windows with or without visible regions. Windows must repaint after being minimized, another application started, and then maximumized.

• DLLs must have scrolling areas not properly calculated or have an invalid area.

• DLLs must not cause general protection faults through failure of either a hook function or the 32 bit function returned to identify the next hook.

• DLLs must ensure that structures and parameters passed do not cause functions to fail, including handles mapped that cause applications to misbehave.

• DLLs must not inhibit menu implementation.

• DLLs must not interfere with freeing the brush when a windows application terminates and does not unintentionally delete a brush when other instances of the application are running.

• DLLs must not interfere with enhanced mode windows, including COMM.DRV data sending and receiving at any used baud rates, and that VDMADs do not interfere with DMA by corrupting VM. Virtual Timer Devices, Virtual Display Devices, and FastDisk are not to be interfered with.

• DLLs must not alter disk caching such as Smartdrive 4.

• DLLs must not interfere with CTRL+alt+DELETE relationship in windows. Windows must continue to function after the application is terminated.

The establishment of data input standards does make sense. These standards must benefit users, manufacturers, and vendors. Standards must be our servants, not our masters. Standards must not restrict capabilities below that which we are able to access now. The objective for data input standards must be to allow for present capabilities as well as those in the future.