Home > FM Frequency > January 2005

Staying In Touch To Keep Facilities Running Smoothly
Crane offers some practical advice to keep your hardware from shutting down at the worst time.

It has been a while since we spent any quality time together, so I wanted to write and let you know that I'm still here. I trust you thought of me last fall during budget season, although sometimes I wonder if you really appreciate me. Everyday I work for you, quietly and consistently, and you never even come to vist me. Why do you look confused? Don't you remember me? I am your data center.

I've heard some of your pals refer to me as your "server room," "phone closet," or "IT resource room." I have even heard you call me "critical facilities," but do you really mean it? I know you like to think that the IT folks take care of me, but we both know that they only care about my brains. But the servers, phone equipment, and voice/data cables are only half of the story. Without my guts-power and cooling-my brains would die a painful death.

Since you haven't checked on me in a while, you must assume everything is fine. Isn't that how you humans think? Well, I might be fine today, but if I were you, I would be concerned about tomorrow. If you want to ramp up that processor you call a brain and pay a little attention to me, you might want to consider the following and make sure we're as reliable as we should be.

1. How healthy is my uninterruptible power supply (UPS)?

1. When was the last time we ran under load?
2. When was the last time my batteries were tested?
3. How many minutes can I run if the power goes out? Is that enough time?
4. Has anyone connected laser printers or other inappropriate loads to the UPS since my initial design and installation?

2. Are my generators in good shape?

1. How frequently are you exercising my generators? Is that more or less than the manufacturer suggests for our location/application?
2. How much fuel is in my tanks? How old is it? Do you use any additives to prevent fouling and clogging in my fuel filters?
3. How long can my generators run on a full tank? Have you ever tried?
4. When is the last time you performed preventive maintenance on my generators? What exactly was done? How often are you doing a full load test?
5. What percent of rating is my connected load today? How has that changed since you installed these generators?
6. What is the backup plan if my generators are down for an extended period? Do you have an open account with a 24/7 fuel supplier?

3. Are my cooling systems adequate?

1. Are my cooling systems independent or are they connected to the main building systems?
2. Are my cooling systems backed up by the generators?
3. Do we have any evaporators or humidifiers hanging above my equipment racks? Should you install water protection under these units?
4. How many cooling units do I have, and how much reserve capacity does that represent?
5. Which of my cooling units can be out of order for maintenance (planned or not) and allow continued operations? Do your IT colleagues understand these limitations?

4. Are we as secure as we need to be?

1. Does my access control system monitor and track entry, exit, and alarms?
2. Is our fire protection strategy adequate? Have I had appropriate inspections on my chemical systems? Do your facilities and IT staff members know how this stuff works and how to abort a false alarm?
3. Do I have water alarms around my HVAC components and around my floor drains? Do your people know where my floor drains are in case of a water event? How often are my alarms actually tested?
4. Do I need surveillance cameras?

5. Do we have good maintenance practices?

1. Do you strictly limit maintenance operations to certain days or times?
2. Do you routinely test my remote alarms to be sure they'll call you if something fails over a holiday?
3. Are your maintenance practices more or less comprehensive than the manufacturers recommended for my equipment?
4. Do you know the IT team responsibilities during an emergency? Are there appropriate but clearly defined limits?
5. Are you appropriately maintaining my service and inspection documentation? Where do you keep it?

I'm sorry if I sound like a nag, but sometimes I feel neglected. The cleaning people never even come in and mop my floor or clean my supply air diffusers. But I know you are different, because you actually care about me.

I might not be as glamorous as that fancy lobby or as big as that asphalt parking lot, but without me, this business grinds to a screeching halt. And with my complex systems, it's not a question of if something will go wrong, but when. Will you be prepared? If you want to talk again, you know where to find me.

Do your facilities ever speak to you? Share your stories with fellow TFM readers by sending them to jeff_crane_pe@yahoo.com.