Guide To A New Guide
Creating a user-friendly fuel facility operations & maintenance manual
June 2001
Operations and Maintenance (O&M) Manuals for fuel storage systems are in demand by fuel facility managers, and the majority want a manual that accurately describes the system within a reasonable budget — an obstacle to date. Here are some guidelines to what a reasonable O&M might look like.
Today, a facility with one storage tank could expect to spend a couple
of thousand dollars completing an O&M manual. An average aviation storage
facility could expect to spend $5,000-$10,000; larger systems will require
more investment.
In the past, creating a fuel facility O&M
manual involved writing lengthy descriptions of the system, inserting
product cut-sheets, and preparing elaborate facility engineering "as-built"
drawings. Today we have technologies that allow for the development of
a practical and user-friendly fuel facility O&M manual at a reasonable
cost.
An O&M manual should clearly establish procedures
for all facility functions as they pertain to fueling methods, quality
control, storage, receipt, and transfer of fuel. The manual must serve
as a practical reference and training manual for employees. ATA 103 recommends
that aviation fuel storage operators have O&M manuals in order to establish
uniform policies and procedures.
The O&M manual should accomplish the following:
• Ensure safe and dependable flow of
quality jet fuel to aircraft through fuel trucks or hydrant systems.
• Prevent fuel spills through preparedness
and employee training.
• Provide employees with a safe working
environment.
• Establish employee awareness of system
operation and preventative maintenance.
• Ensure compliance with applicable
rules and regulations and industry standards.
The O&M manual should include an overview
section that describes airport operations, the layout of the airport,
a description of the aviation fuel storage facility and equipment data,
safety and fuel quality control policies, and definitions of fuel facility
terms. Some of this information may already exist in other documents (Spill
Prevention Countermeasure and Control Plan, Stormwater Pollution Prevention
Plan, ATA 103, etc.) and could be transferred into the manual with little
effort.
The core section of the manual should describe
the operation and maintenance of the system. This core section is the
most critical section and requires the most customization. Since no two
fuel systems are alike, this section should describe exactly how the equipment
works to receive and dispense fuel; the mechanics of the system; maintenance
of the system; and everything in between including fuel ordering, inventory
control, valving for transfer of product, metering, fuel sumping, etc.
Maintenance requirements are based on regulations, industry standards,
and the manufacturer’s recommendations for equipment inspection,
testing, repairs, and adjustments.
Facility Inspection
An inspection of the fuel facility is mandatory
in preparing a facility-specific manual. The inspection should provide
the data needed for the core section and confirm or establish new procedures
for the O&M of the system. Inspection should be performed by a qualified
representative familiar with the mechanical operation of the facility
and knowledge of the fuel receiving/dispensing operations.
Facility diagrams and maps of the operation
are mandatory for an O&M manual in order to illustrate the process for
receiving and dispensing. For example, the valves are numbered in the
inspection phase to identify valving order for receiving or dispensing
fuel and the valve numbers are linked to the corresponding number on a
diagram. In the manual’s text, the valving sequence could be "hyper-linked"
to a digital photograph of the valve to assure the reader understands
the valving sequence.
Use of Technology
The electronic and digital technological
advancements that are occurring worldwide can increase the efficiency
and quality of O&M manuals. Geographic Information System (GIS) and database
software can be used to develop an electronic record of the fuel facility.
Smart maps can be quickly developed that link text and photographs and
can illustrate current, predicted, or future fueling operations.
A fuel facility manager can also use sensors
that send data through radio waves or phone lines to a Supervisory Control
and Data Acquisition (SCADA) system to automate and control fuel facility
operations. These technologies can be implemented at the facility and
over the internet as a remote management tool. Each manager should choose
and implement those technologies that decrease long-term operation and
compliance costs while increasing the quality and safety of the fuel facility.
Many airports are in the process of integrating
GIS into their operations. Common layers in an airport GIS illustrate
airport tenant sites, fuel facilities and hydrant systems, stormwater
pathways, deicing facilities, utilities, and environmental data. The advancement
of Global Positioning System (GPS) technology enables additional airport
features and descriptive information to be added to the GIS platform.
Fuel facilities in particular are conducive to these technologies.
For example, if as-built drawings are not
available, a diagram of the equipment is still required as a key part
of the process. During the inspection phase, a GPS unit, personal data
assistant (PDA), and digital camera can be used to collect information
that can then be downloaded directly into the GIS. These data collection
methods can result in a much more user-friendly electronic version of
the O&M manual at a significant cost savings over conventional methods.
Another developing technological area for
fuel facilities is in SCADA applications. With tank-level sensors installed
in the tanks and line-pressure sensors installed in the piping, the operator
can have a remote view of the current conditions at a fuel facility using
SCADA applications. The valves can be operated automatically if line pressures
decrease below pre-determined levels. Also, pre-determined responses can
be programmed in the event of releases or spills from the system.
Moving Forward
Manuals are only effective if they are put
to use. Creating a user-friendly document that includes accurate facility
drawings, hyperlinks to current regulations, and site photographs for
visual and interactive aids is an effective and efficient approach to
operating and maintaining an aviation fuel storage facility in accordance
with acceptable standards.
For owners or operators who have multiple
systems, creating a template document saves considerable time overall
in preparing individual manuals for each facility. The template approach
also assures a standardization of the procedures and implementation process.
About the Author
Sarah Smith is president of Madison Environ-mental Services, a consulting firm based in Boxford, MA. She specializes in FBO/airport-related environmental management and resolution, and has managed projects for aviation, petroleum, and industrial interests. She may be reached at (978) 352-5086 or [email protected].