NASA Langley Research
Deploys Digital Pen Technology for
GIS Updates to Automate Facilities
Inspections
Sean Johnson
Adapx
Facilities Management Challenges
The Challenge: managing facilities information collected on
paper
– As soon as facility operations begin…
• Maintenance begins requiring inspections, repairs
• Building conditions change requiring construction and updated designs
• Facility ops integrate with other workflows such as asset, personnel
management
– Data is easily collected on paper, but operational processes slow
down
• Getting data off paper has high operational costs in time and resources
• Poor visibility into building conditions delay repairs, drive up costs
• Mobile computing alternatives are complex and expensive to buy, support
Case Study - NASA
Situation
• NASA Langley Research Center (LaRC) has been on
the bleeding edge of technology and innovation when it
comes to their office space utilization optimization.
• Early adopters of technology, The GIS department at
NASA LaRC is always looking for new tools and
procedures to gather and manage the ever changing
facilities, staff and room configurations at the vast
Langley campus.
• Thousands of people, working around the world to
accomplish the mission of space exploration, scientific
discovery and aeronautics research
Challenge
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NASA LaRC was asked to cut costs and at the same time support
alterations in mission requirements from aeronautics to space
exploration. They established a goal to reduce 25% of their land
use, buildings and personnel. This meant that essential information
on space allocation would change drastically and those changes
needed to be documented.
Vast areas and structures around the world in constant renovation
GIS database used for space planning/optimization containing all
floor plan data (floor, roof, wall, window, drains, electrical,
communication jacks, …) is not in sync with infrastructure changes
Current data collection method uses standard pen and paper to
mark up maps and capture field notes. Paper is scanned for
archive, originals are sent to GIS for transcription and geodatabase
update
“This process has been broken for years and we’ve tried
to get this done and get it done efficiently”
William Ball
GIS Manager, NASA Langley Research Center
Solution
• Switch to digital pen and paper for data collection..
• Digital field notes of configuration changes made on
the paper map
• GIS gets digital version of data for geodatabase update
and QC
“it’s easy for the person collecting the data and there’s no
guesswork for our GIS tech as to what he’s trying to tell
us. The information goes straight in and we can archive it
without making a scanned copy”
William Ball
GIS Manager, NASA Langley Research Center
Results
• Same data collection workflow, no re-training,
instant GIS data with no transcription errors or
time lag
• Archives are digital
• Survey time was cut in half
• Errors reduced by 80%
• Overall survey costs reduced by one third
Future Application – Roof Survey
• The GIS department at NASA LaRC is already
planning on new ways to utilize digital pen technology.
The Operations and Maintenance department does
roof top surveys and they will use it for documenting
HVAC and other equipment.
“This would be a highly desirable solution to have folks
take a piece of paper to write on. After all, it’s much
easier to carry a clipboard to the roof instead of a tablet.
If it drops, you don’t have to worry about it breaking into a
million pieces”
William Ball
GIS Manager, NASA Langley Research Center
Future Application – Storm Surveys
• At NASA Johnson Space Center, during major storms,
emergency crews must check and assess building
problems (windows blown out, damage to roofs). They
have considered using laptops but in the middle of a
storm they anticipate problems with electronic
hardware as well as the cumbersome nature of large
form factors. Using Rite-in-the-Rain 11 x 17 paper
would be optimal for the process. Funding for this
process has recently been allocated.
Future Application
Circuit Breaker Documentation
• Federal requirements for documenting circuit
breakers has been a multi-year process
currently being done with 5 laptops.
Synchronizing the laptops with the master
database has been problematic and they
determined the hardware is overkill for the
process. A simple form created and digitally
enabled with Excel could replace the need for
the laptops, reduce training expenses and
easily integrate with the existing database.
NASA
Pen and Paper Data Collection
Streamline Documentation
Handwritten data on building plans and forms automatically digitized, tracked
 Notes, Forms instantly digitized on site at facilities with digital pen
 Data integrated into original files
 Changes immediately documented and available to teams by email or on the network
Design Teams
ArcGIS,
Autodesk
Design, Change Forms,
Punch lists
• Inspection reports
• Marked up building
designs, as builts
• Maintenance work
orders
Office
Printer
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GIS
Office
CAD
PDF
Track conditions better
More efficiently deploy service personnel
Cut operational costs
Facilities
Managers
MS Office
Accounting
MS Office
ERP
Automating Paper Forms
Paper form printed from Excel – filled out by hand
Work items automatically digitized, formatted
• Dates, numbers, signatures
• Lists, checkboxes
Record of field worker, pen,
date and time of data entry
Automatic Reports in Excel
Automating GIS
Speeding field mapping and GIS data collection with paper maps
1. Define map view in ArcGIS
2. Print and collect data
3. Data integrated into ArcGIS
Automating CAD/PDF
Faster building plan tracking with Autodesk and printed plans
1. Print CAD plan
2. Mark-up plan
3. Document changes, update
designs in Autodesk
Digital Pen and
Paper
Demonstration
Mobile Technology Comparison
Mobile
Rugged Laptop
Rugged Tablet
Rugged
PDA
Digital
Pen
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Light weight
Rugged for harsh conditions
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Usable in the rain, bright sun
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Multiple day battery life
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Access to GIS, CAD, office files, features
Handwriting recognition
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Hardcopy back-up record
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Large format support
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No change to existing pen & paper process
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Little training required
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Benefits
The benefits of paper
• Anyone, anywhere
• Large formats
• Paper record
Time and cost of processing and
transcribing paper:
Expensive resources taken from
operations to inefficient processes
The benefits of digital data
• Immediate access
•Structured forms in Excel
•Design Updates in CAD, ArcGIS
 Track conditions better
 More efficiently deploy
service personnel
 Cut operational costs
Speed data processing of assets:
Avoid additional costs purchase,
support, training required for mobile
computers
Streamline Operations:
• Improve paperwork processing
• Digitally document as-built changes