TOBYHANNA ARMY DEPOT, Pa. -- Tobyhanna employees rely on the validity of thousands of documents to repair and test communications-electronics equipment used by servicemembers around the world.
A massive effort is underway to streamline operations in the technical library, which houses more than 150,000 Army, Air Force, Navy and Marine Corps technical documents. The estimated year-long project will result in newer methods of data retrieval and regulation of the technical manuals, orders, bulletins, depot and national maintenance work requirements, modification work orders and test procedures stored in the library.
The technical documents are typically generated outside the depot [by customers] and provide specific guidance so workers can maintain consistency of repairs on components and systems.
Users admit they couldn't survive without the resources available in the tech library.
"All our testing, inspecting and overhauling efforts depend on the library maintaining the tech manuals for the AN/TPS-75 radar," said James Martin, chief of Intelligence, Surveillance and Reconnaissance Directorate's, Air Defense Radar Components Branch. "The upgrade work being done is definitely worth the effort -- now we know that all of our manuals are up to date."
To produce a quality product, the latest technical documentation should reflect the latest technology and the latest revisions to the process.
"If you're working to the latest version of a tech document and I'm working on one that is one generation old, then the product I produce should be rejected for failing to meet requirements," said Brad Jones, Productivity Improvement and Innovation Directorate director.
Workers here comply with a set of internationally accepted standards to make sure customers get what they want - quality workmanship and service. An International Organization for Standardization certification indicates that depot processes are documented and controlled, thus providing the framework for consistently producing a quality product. The ISO 9001 registration means that the depot's quality management system is internationally accepted and approved and that there will be continuous improvement in its practices.
Two months ago, library operations were realigned under the Automated Mission Support Division's Mission Software Branch. In the future, the organization will rely heavily on software and electronics, so it was a good fit, according to Allan Borgacci division chief. He explained that the library will be updating information, redesigning databases and digitizing items in hopes of joining the paperless society.
"Right now, team members are going shop by shop to scrub their books," Borgacci said. "Some cost centers have up to 250 books; many are duplicates, some aren't on the library inventory and a many need updating. It's vital we know who has what and where it's located."
There are four full-time staff members and seven people on special assignment verifying and updating documents distributed throughout depot work areas. The ISR Directorate is one of the library's largest users, so staff members started there. They will track and account for all items located on the shop floor before moving to another directorate.
Individual shops and cost centers need the manuals listed in technical reference orders to meet mission requirements. Procedural changes limiting who has access to the library and the authority to remove items from the facility will ensure continued accuracy and encourage users to embrace new methods, remarked Jennifer Pilant, technical information specialist. For example, supervisors are charged with managing their own documentation; however, everyone is responsible for meeting ISO standards, she added.
"We have already started downloading everything we can so the information is more accessible to people who need it," Pilant said. "To process their work, employees need the figures in the manuals, the parts list or directions to fix equipment."
Computer experts here are working with the library staff to create a digital database that will make the information accessible to everyone. Although the digitization initiative is still in the early stages of development, it looks as though long walks to the library to research hardcopy documents will become a thing of the past.
"By clicking a hyperlink to a portable document format technical document available on the Web version of the TRO, the end user can have instant access to the supporting information necessary for work and inspection without leaving the shop floor," said Frank Chabala, information technology specialist, Architecture, Systems and Application Design Division. "As an added benefit, the user never need worry about looking at an outdated document," he said, explaining that information will be retrieved real time from a server and can be viewed from a laptop or other portable computing device where wireless connections are available.
"DOIM has been very helpful testing ideas and implementing changes," Pilant said. "I'm excited at the prospect for the library's future."
Timi Robertson, another technology specialist, is developing new reports, search options and e-mailing capabilities that will assist in notifying cost centers to return manuals when an update is required. She is also working on tools to track documents.
"This [streamlining] effort is long overdue," said Dennis O'Hara, chief of the Range Threat Systems Division. "My compliments to Charlie Cardimona and Tom Salek for all of their hard work." They explained the process and how they hoped to accomplish the task, he added. "So far, they have processed reference orders and over 220 manuals in the division." Cardimona is on special assignment to coordinate the tech data refresh on the shop floor and Salek is the TRO coordinator.
Firefinder officials said Cardimona and his team took on a "huge undertaking with a positive approach in a short period of time." Daniel Shea, Firefinder Division chief explained that the effort helped the three branches update and organize their books according to ISO 9001 standards.
"It should take about six months to finish the scrub of depot shops," Cardimona said, noting that the process also includes fixing damaged books. "When we're done, we hope to have the documents the workers need along with an accurate inventory."
Other changes will include rewriting the Tobyhanna regulation that governs library operations, scanning older, hard-to-get items, quarterly checks of the inventory and advancements in technology.
Paul Frantz said the software branch is testing the possibilities of using a 77-inch touch screen to view digitized schematics. "We haven't decided on the best venue yet, but the team is looking at how well dual monitors, laptops and handheld devices perform in different scenarios."
The depot is moving toward data management versus book management, Frantz said. "Our library will never cease to exist, but there will be definite changes to the status quo."
Tobyhanna Army Depot is the largest full-service Command, Control, Communications, Computers, Intelligence, Surveillance, and Reconnaissance maintenance and logistics support facility in the Department of Defense. Employees repair, overhaul and fabricate electronics systems and components, from tactical field radios to the ground terminals for the defense satellite communications network.
Tobyhanna's missions support all branches of the Armed Forces. The depot is the Army Center of Industrial and Technical Excellence for Communications-Electronics, Avionics, and Missile Guidance and Control Systems and the Air Force Technology Repair Center for ground communications and electronics.
About 5,700 personnel are employed at Tobyhanna, which is located in the Pocono Mountains of northeastern Pennsylvania.
Tobyhanna Army Depot is part of the U.S. Army CECOM Life Cycle Management Command. Headquartered at Fort Monmouth, N.J., the command's mission is to research, develop, acquire, field and sustain communications, command, control, computer, intelligence, electronic warfare and sensors capabilities for the Armed Forces.
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