With data usage skyrocketing by as much as 8,000% over the past four years and costs per gigabyte rising, saving money wherever possible is more important than ever. Efficient auditing of tower sites and shelters can provide unexpected savings.
The examination of equipment shelters involves a detailed study of existing conditions. Auditing accurately also can help the owner make informed decisions about replacing or adding the proper new equipment to keep pace with growing data demands. The effective auditing team requests long-range planning direction so that critical information can be gathered on the site beyond the immediate scope of the project. An effective team consists of ISO-certified, cross-trained individuals who will implement quality checks, while key players are still on site to ensure no information has been missed.
Key factors for creating the best site audit include the following: Utilizing an experienced two-person team that cross checks each other’s work prior to leaving the site; being responsible for the project from audit to permit; and obtaining a multifaceted, experienced staff capable of understanding the total scope of the project. Following are practical how-to insights for each factor.
How to prepare the experienced team
Each project format can have a unique way of needing to receive the data, so it is crucial to carefully review the templates and procedures. Every audit requires something unique, so start with an internal team kickoff meeting to familiarize members with the scope of data required for the audit. Review potentially confusing audit requests with team members. For example, when examining the hatch plate, should the auditor look from inside or outside the structure? Clear definition of color codes on the coax cable for antennas is needed, as these can differ. Walking through the specific template with the project team is especially helpful. Discussing long-range planning will help the team gather critical information beyond the immediate request and facilitate the objective of seeing the project through from start to finish. By asking what’s next, the team can add value to the auditing project by saving time, trouble and money.
Once the deliverables and their expected outcomes are crystal clear to the team, members should have an opportunity for asking questions to help mold their individual strategies for attaining the defined goals. Ensuring that crews have the gear needed for the specific job – socket wrenches, screw drivers, keys and access information – cuts down on repeat visits, saving additional time and money.
Taking the time to review access restrictions can be especially critical for sites where weather is a major factor impacting the completion of audits. Reviewing access restrictions on reservation roadways, snowplow scheduling, and knowing in advance which sites have rooftop enclosures requiring special access saves hours or even days.
Implement quality checks while the team is still on site so that nothing is missed. Co-auditors on a two-person team can provide quality checks and balances for one another, cross-checking all the data gathered for the template. Multiple tabs on a spreadsheet can be used to keep track of details such as shelter meter numbers or model numbers for air conditioning units. To cross-check, one team member can photograph, sketch and take dimensions within the equipment shelter, while the other member records data in the spreadsheet. Team members should take photographs in a series, with close-ups and full contextual views, to tell the story and eliminate confusion when reviewing the project.
Photos of ground bars should show unused connections, demonstrating availability. Any stolen ground bar locations must be photographed and the carrier’s representative notified immediately. Missing ground bars or other substandard conditions should be documented and notification provided as needed by the project. After completion, the team should study the photos and sketches before leaving the site to confirm that all views and dimensions are available, and should add anything that was omitted. The first team member cross-checks the spreadsheet to make certain there are no typos or missing data. For an experienced ISO-certified team, the data collection and cross-checking flows smoothly and covers all the bases, precluding additional trips to the site.
The procedure to this point provides the off-site reviewer with a complete audit form, clear and encompassing photos and site sketches that have all the dimensions and information clearly labeled and ready to be digitized in CAD. The off-site reviewer evaluates the quality of the photos, edits and organizes them. Everything needed is collected in one thorough trip to the site.
How to maximize accountability for the whole project from audit to permit phase
Any issues specific to a local permitting authority should be discussed in the kick-off meeting and become the auditor’s full responsibility. The ability to produce finished, accurate site layout drawings in CAD within a few days results in rapid access to permits. Uploading of site sketches overnight for CAD conversion by the next morning is becoming a common procedure. The ability to access experienced drafters, in India, China or other countries, allows for this quick turnaround while sticking to a reasonable budget.
A certified standard, such as ISO, is critical for maintaining consistent quality throughout the project from beginning to end. Every member of the team must know and follow the process in order to deliver an error-free product. Adhering to the standard saves the client time and money by driving efficiency and accuracy. Labeling mistakes, such as identifying MCPA’s as MU’s or auxiliary equipment as battery cabinets or FIF racks, are eliminated. Almost all reviewers have seen at least one sketch in which an inexperienced team, that failed to use cross-checking, has submitted a pad or shelter with the equipment inverted, lacking dimensions or with the equipment incorrectly identified. Mistakes like these can add hours to the scoping or drafting process. When a certified standard of quality is used, the auditing process prevents such errors through continuous evaluation, improvement and accountability for accuracy from audit to permit.
How to clarify understanding of scope
Growth in the industry is driving the need for efficient use of equipment space on the ground, within equipment enclosures and on the antenna mounts. With an eye to future needs, clearly defining auditing requirements for various aspects of a site saves time. Telecom equipment auditors working with firms that also provide structural analysis and mechanical and electrical services can reduce the number of necessary separate audits. One multifaceted auditor can fully inventory the site and produce the required results, saving multiple visits, time and money. Such an auditor is in an especially good position to address long-range planning needs, beyond the immediate scope of the current project.
In the face of rising data usage and costs, the full-service auditor with a set procedure of quality control and improvement can enhance operational savings in the immediate future and the long-term. An experienced auditing team, with an established procedure of quality cross-checking based on a certified standard, can go a long way toward saving time and money in preparing equipment for the growing efficiency demands of the future.
Harnessing the experience and resources of a full-service firm can save time and costly, avoidable mistakes. Experienced auditors who have a holistic approach know what to expect from a project – from the kickoff meeting to the requirements needed in the final report. Auditing savvy: an insightful, holistic approach will net an insightful, holistic audit.
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