I conduct site surveys of large campuses in which I document every single piece of electrical equipment. This includes, but is not limited to, panel manufacturer, panel size, panel kAIC rating, panel voltage, panel breakers, MCC's, conductor sizes, transformers, etc, etc.

I am curious if others on this forum conduct site surveys of large magnitudes and if so, what documentation practices are used? I currently use the tried and true pen and paper method. This is very reliable, however, it is difficult to navigate thru multiple notebooks of handwritten data when I am modeling in SKM. Are others using forms? Electronic methods?

Curious how others conduct site surveys. . .

As a consultant it depends on what the customer desires.

We usually record and document everything in the software model only (ETAP) and can make notes therein if some information was assumed or needs special notation; but most is simply the model. When a report is issued, that shows the equipment and device parameters and we might include a list of items that we made assumptions on.

Such documentation would be for internal usage only and would require further explanation if the software model were to be used in other applications not anticipated. If the customer wants to keep the software model of their distribution system themselves for future usage, that would require special, more thorough notation.

Old school here...pencil/paper. Then it goes into a spreadsheet. This way, I can use it as a starting point for asset tracking (in a CMMS) and as part of the model input.

Mike

I keep reading about AI and Machine learning being used by utilities to identify failed or failing components of their distribution system via video and pictures. The data collection in the field is so labor intensive. One of the AF software companies has a tool for an ipad that helps with the data collection but it still requires a ton of user inputs. Pulling the trim off panels is something we avoid.

I envision a day when one would take pictures or video of the various panels and the software would be smart enough to build up the breaker types. You've got a Square D NF panel installed in 1992? Well the branch and main could be of a few different types. The software would use it's extensive database to match the image to the breaker type. This is what I do manually for existing equipment. I have a 400 amp GE feeder. I type that into Google search and try and find a handle or some other discerning mark that matches my photo. It works but this process is ripe for automation.

We created an Access Database program that we use in the field. We can then export some of this data out and import it into SKM.

The best method I have found is using a large iPad with an Apple Pencil. This allows me to take all necessary images of the equipment and include handwritten notes as needed. For example, I will take an image of the front of a switchboard and on top of each bucket will write the fuse and wire information. In the office this one image gives me a lot of what I need to model that switchboard. Additional images will provide nameplate data for the assembly, identify any issues, etc.

I’ve worked on similar projects before, and I completely understand the challenge of managing all that data. The pen and paper method is indeed reliable, but as you mentioned, it can get cumbersome when it comes to organizing and referencing the information later, especially when modeling in SKM.

In recent projects, I've started transitioning to digital documentation, which has made things a lot smoother. There are a few strategies that have worked well for me:

Electronic Forms: Using digital forms on a tablet or laptop to capture data in the field is one of the most efficient methods. These forms can be customized to capture all the necessary equipment details and can easily sync with cloud storage for immediate access and organization. Tools like Google Forms or Microsoft OneNote have worked well for this, as they allow for easy customization and integration with other systems.

Mobile Apps for Site Surveys: There are specialized apps for electrical site surveys that streamline the process and allow for direct input of the data. These apps often include features like drop-down menus, checkboxes, and the ability to capture photos of equipment, which helps in organizing and reviewing your data without dealing with multiple notebooks.

Excel Sheets or Database Software: For larger surveys, I’ve found using Excel or a custom database to be very helpful. You can set up a template with all the data fields you need and then update it during the survey. If you have access to a laptop or tablet, this can eliminate the need for separate paper-based documentation.

Cloud Storage: After data collection, storing everything in a cloud system like Google Drive or OneDrive allows for better organization and easier access. It’s especially useful when you need to cross-reference or share information with a team.

Switching to a more digital approach can take some time to set up but definitely saves a lot of effort in the long run. The ability to quickly search and organize the data, especially when working in SKM or any other modeling software, is a huge benefit.

We typically use a pencil and a notebook and take any needed photos with our phones. A few years back we tried using Ipads and the stylus and battery life were issues especially if we were in a dirty environment. We recently purchased a remarkable 2 electronic notebook to use and so far, they work really well in the field. Battery life is excellent, and we can upload the pdf file of the notes after the day is done in the field.