Database Sustainment Specialist (DSS)

Overview

Nakupuna Services is seeking multiple Database Sustainment Specialists to support the DMLSS-FM Databases throughout CONUS Military Treatment Facilities. The Database Sustainment Specialist (DSS) will be located within and support their respective site. The DSS shall participate with government personnel Facility Management Team meetings, as necessary. New DSS must receive initial comprehensive DMLSS classroom training designated by the DMLSS Training Manager. DSS specialists must take web-based training and any available DCO training provided by the Government to include BUILDER. Each DSS must be prepared to travel to remote locations that are directly supported by their respective DMLSS servers. This position is an on-site position. 

Responsibilities

The following reflects management’s definition of essential functions for this position but does not restrict tasks that may be assigned. 

Create, Maintain and Update DMLSS-FM Inventories  

• Create, maintain and update the DMLSS facility management database inventories of facilities, rooms, and Facility System Inventory (FSI)/real property installed equipment (RPIE) using DMLSS-FM system modules: Facility Inventory, Room Inventory, and Facility Systems Inventory based on information from the Facility Manager or designee. 
• Create, maintain and update the facility inventory through the population of all data fields on the Physical Description, Organization, Functions, Key Events/Review, Permits, Real Property Asset, Asset Allocation, Asset Configuration and Funding tabs. Of primary concern is the completion of the Real Property Asset, Asset Allocation, Asset Configuration and Funding tabs. Entries on these tabs must be coordinated with the DHA Real Property Manager. Data will be reviewed and approved by the Facility Manager or designee for accuracy prior to entry. 
• Create, maintain and update the room inventory through the population of all data fields on the Detail, Data and Space tabs. Ensure all rooms are accurately represented with a MEPRS, Department, Service DMISID, SEPS Room Code and Type, housekeeping cleaning requirements and other fields that pertain to the room record on the Detail tab through coordination with the Facility Management staff, DMLSS System Administrator, Environmental Services and Resource Management personnel. Data will be reviewed and approved by the Facility Manager or designee for accuracy prior to entry. 
• Create, maintain and update the FSI/RPIE inventory through the population of the data fields on the Classification, Features, Condition, Manufacturer, Warranty, and Parts tabs via a validation survey with Operation and Maintenance personnel. Surveys should be scheduled so that all inventory items are surveyed every 5 years in the event the O&M contractor is not required to survey. Provide quality assurance on O&M surveyed or maintained FSI/RPIE and provide recommendation or non-compliance per DHA guidance to facility management staff and DHA POC for review. Data will be reviewed and approved by the Facility Manager or designee for accuracy prior to entry. This requirement will only be provided if the Operations & Maintenance contractor is not providing this service. 
• Validate that the Cost and History tabs are being updated by proper completion of Unscheduled/Demand Work Requests and PM Scheduled Work Requests. Historical cost data on the individual RPIE items is required to support facility life cycle management (FLCM) utilizing the DMLSS-FM Facility System Inventory and Work Request modules as provided by the Facility Manager or designee. 
• Inactivate all outdated records upon the approval of Facility Manager or designee. 
• Perform 100% Room Inventory in accordance with DHA tasker. This includes validation of all DHA sustained real property to ensure accuracy. Coordinate and accurately define DMLSS Room Inventory fields with MTF Coders (MEPRS), DMLSS System Administrators (Org Tree), Environmental Services (Housekeeping), and CAD support team to ensure quality and accuracy of data applied in DMLSS reflects accurately. 

Maintain DMLSS-FM Requirement Management Module 

• Provide support on all active facility requirements in the DMLSS-FM Requirement Management module based on government provided information from DHA facility management staff, Facility Manager, or designee. 
• Provide support on annually updating DHA mandated fields for all requirements based on government provided information from DHA facility management staff, requested by the Facility Manager, and/or designee. 
• Provide support on annually associating requirements for critical systems and other requirements to appropriate requirement packages or projects based on government provided information from DHA facility management staff, requested by the Facility Manager, and/or designee. 
• Provide support on entering and updating information received from the BUILDER Annual Work Plans based on government provided information from DHA facility management staff, BUILDER staff, requested by the Facility Manager, and/or designee. 
• Provide support on all to DHA data calls via MTF facility management staff. 
• Maintain DMLSS-FM Project Management Module 
• Provide support on maintaining and updating records of all active facility projects in the DMLSS-FM Project Management module based on government provided information from DHA facility management staff, requested by the Facility Manager, and/or designee. 
• Provide support on populating all data elements within the project management module to include tracking financial progress of all design and construction contract data fields and associating documentation in support of active awarded projects to include contract modifications/change orders as provided by DHA, the Facility Manager and/or designee. 
• Provide support on maintaining a Project Management Journal for each active project with records of meetings, decisions, phone calls, etc. based on government provided information from the facility management staff. 
• Provide support on inactivating all outdated project records upon the approval of Facility Manager or designee. 
• Provide support to DHA and al project data calls with direction from the MTF facility management staff. 

Support Drawing Management 

• Upload DMLSS/Drawbase compatible drawings to reflect newly renovated, restored, or modified areas on the DMLSS server within 10 business days of drawing receipt. 
• Ensure most recent Computer Aided Design (CAD) / Drawbase DMLSS compatible drawings are properly stored on the DMLSS server and accessible at all times to other DMLSS-FM users and customers. 
• Perform the following tasks using the Drawbase CAD software, which is integrated into the DMLSS-FM system: View drawings, zoom in/out, turn on/off layers, print, copy portions of drawing to PowerPoint or Microsoft Word. 
• Maintain a list of work requests and projects that result in any changes to facility layout (walls, doors, casework, sinks, equipment, etc.) and sketch (“redline”) changes on an existing hard (paper) copy of drawings. At least once per quarter, provide list of changes to the facility management staff and environmental services staff for their reviews. 
• Support and attend Facility Space Utilization Board (FUB/Space Committee). Provide input and space changes identified during mandatory room assessments. Document all minutes and approved changes. 

Support Regulatory Compliance/The Joint Commission 

• Support Regulatory Compliance/The Joint Commission (RC/TJC) Program. 
• Provide support to administer the DMLSS RC/TJC module to include the entry of government furnished RC/TJC procedures and documents, RC/TJC recurring inspection requirements and associated documents (fire drills. disaster drills, generator testing, safety training, etc.) using the DMLSS-FM RC/TJC module within the DMLSS system. 
• Ensure dates of corrective activities are monitored monthly with FM management staff and are notified of expiring corrective action. 
• Ensure Life Safety work requests and projects are properly classified as “Life Safety” so they will appear on the DMLSS-FM version of the Statement of Conditions (SOC). Generate the SOC report in Business Objects when requested by the Facility Manager and/or Safety Officer. 
• Support and attend Environment or Care (EOC) tours and document EOC minutes 

Support Work Request, Preventive Maintenance, and Real Property Installed Equipment 

• Support of Operations & Maintenance requirements that do not require an operations and maintenance contract.  The contractor will support and implement DHA in-house operations and maintenance business process. Each DSS Specialist shall participate with government personnel Facility Management Team meetings, as necessary. 

Create, Maintain and Update DMLSS-FM Inventories with no O&M support 

• In support of operation and maintenance business processes for facility management operations, perform work management support service that enables tracking work performed within the facilities, both preventive maintenance (scheduled), and repair (unscheduled), using the DMLSS-FM Work Request module. 
• Provide work request information to facility management staff for identification of trends. 
• Provide work request information in DMLSS-FM in sufficient detail that will provide the facility management operations accurate, dependable, and actionable information representing facility operating and maintenance cost for the facilities in support of maintenance action planning or other facility management initiatives. 
• Based on information from facility management operations, create, update and closeout work requests for specific work classifications as identified by the Facility Manager or designee. 
• This requirement will only be provided if the Operations & Maintenance contractor is not providing this service. 

Maintain Preventive Maintenance Program 

• Create and maintain maintenance procedure and preventive maintenance schedule records using the DMLSS- FM Preventive Maintenance Schedule and Maintenance Procedures modules based on information from the facility management staff and/or MTF maintenance organization. 
• Coordinate and administer completion closeout process of monthly all maintenance work requests. 
• This requirement will only be provided if the Operations & Maintenance contractor is not providing this service. 

On-Site Operations and Maintenance Support 

• The DMLSS Sustainment Specialist (DSS) will not be responsible for Operations & Maintenance requirements that overlap with contract requirements written in this task order unless directed by DHA.  The contractor will provide quality assurance support and analysis to all the Health Commands, Facility Management staff, and O&M contractor, as required by DHA. DMLSS modules DMLSS Sustainment Specialist (DSS) will not manage are: 
  • Real Property Installed Equipment 
  • Maintenance Procedures 
  • Preventive Maintenance 
  • Work request Module 

Support Miscellaneous DMLSS-FM Functions 

• Directory module: Maintain accurate contact information on all organizations and personnel who support the medical facility, i.e., contractors, manufacturers, vendors, DOD agencies, regulatory agencies, etc., utilizing the Directory module of the DMLSS-FM system as provided by the Facility Manager or designee. 
• System Services, Records Management module: Based on information provided by the Government, ensure identified records are set inactive. 
• System Services, User Roles and Privileges: Coordinate with local DMLSS System Administrator to ensure roles and privileges for DMLSS-FM users are customized to each user’s specific job responsibilities and to ensure only FM staff or other authorized personnel have access to DMLSS-FM. 
• Provide training to facility management customers and MTF staff on the use of the DMLSS-FM Customer Support Work Request system that supports the electronic submission of work requests to Facility Management, where the Customer Support module is implemented as part of the facility management business process. 
• Provide desk-side overview of the DMLSS-FM system to facility management and medical logistics personnel as requested by the Facility Manager. 
• Ensure continuous DMLSS-FM implementation except for utility or IT issues outside the DSS control. 

DSS Deliverables 

• Submit a Monthly Assessment Report to the FM and AOR Manager 
• Submit reports to support workload and performance reporting as required 
• Perform travel to complete room inventory as required 

Qualifications

Qualifications and Education Requirements​ 

• Strong working knowledge of Microsoft Office products with proficiency in Word, Excel, and Outlook 
• Possess excellent communication skills, both verbal and nonverbal 
• Exceptional attention to detail, time management, and organizational skills 
• Must be able to demonstrate effective decision-making abilities 
• Customer service oriented 
• The ability to work confidently in a results-oriented environment 
• ​​Preferred Skills​  
• DMLSS experience is desirable but not mandatory; Training will be provided 
• Two years’ database management experience preferred but not required 
• Working knowledge, familiarity, or background in medical facilities management is desirable 

Education: Level I (Minimum Requirement): 

• High School Diploma required  

Preferred: 

• Associate’s or Bachelor’s degree in Facilities Management, Business Administration, Information Systems, Construction Management, or related field. 
• Experience may be substituted for formal education. 

Location: This position is on-site at a designated Military Treatment Facility (MTF) within the Continental United States. Telework is not authorized for this position. 

 

Clearance Requirements:  

• Must be a U.S. Citizen. 
• Must be able to obtain and maintain a favorable National Agency Check with Inquiries (NACI) (Tier 1) investigation  
• Must be eligible to obtain and maintain a Common Access Card (CAC). 
• Must comply with all installation access and security requirements. 

Physical Requirements: In addition to the skills and qualifications mentioned above, candidates must, at a minimum, be able to meet the following physical requirements. 

• Sit for extended periods while working at a computer. 
• Perform repetitive hand and finger movements. 
• Walk short distances within medical facilities. 
• Occasionally lift up to 25 pounds. 
• Maintain focus on detailed data entry and system review tasks. 
• Work in a low-noise office environment within a healthcare facility.