Event Vice Coordinator
Lee Heath
Support Services Manager
HRSD, Virginia
2025 Maintenance Event Procedure UPDATED 6/24/25 | Maintenance Event Tutorial Tutorials should be used as an overall suggestion not 100% accurate |
2025 Maintenance Event Judging Sheet | Computerized Electrical Check Sheet Training Video |
Free opsCTRL shared training account – launching September 8 To help support your training and preparation, inCTRL is pleased to announce that a free version of the opsCTRL training platform will be made available to all teams competing in the event. Access begins September 8 through September 30, 2025. You can register for an account here. This version will be delivered via a shared training account, meaning all teams will use the same account and will be able to see one another’s training logs. For teams who have already purchased or wish to purchase the full paid version, you’ll continue to enjoy access to your private team accounts, allowing for exclusive use and training logs. If you have any questions or would like to register for access to the shared account, please reach out to Crystal Rice at inCTRL at crystal.rice@inctrl.com. |
Maintenance Event Dashboard | ||
| Vaughan Files | Equipment Information | CTRL/opsCTRL Files |
| opsCtrl Software Information | ||
| opsCtrl Sole Source Letter | ||
| opsCtrl W-9 | |
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Questions accepted up until 9/23/25. Questions can be asked at the pre-competition meeting on Monday, September 29, in Chicago.
| Question | Answer | Date |
| Do you have the option to use current Electrical Checklist or the computerized version? If you opt use the computerized version, will the clipboard still be on the set-up table? | Yes | 1/9/25 |
| Can any team member input the meter readings? Is it a touch screen? | No. A mouse will be provided to navigate the work order. If a competition employs a laptop/computer that has touch screen capability, it needs to be communicated that it isn’t to be used or will result in a penalty infraction. | 1/9/25 |
| What size and height is the laptop table? Will the table be in a taped area like the safety box for electrical checks? If so what size is the area? |
| 1/9/25 |
| Can any team member input the meter readings? Is it a touch screen? | 1. Yes, any team member CAN input readings 2. No. A mouse will be provided to navigate the work order. If a competition employs a laptop/computer that has touch screen capability, it needs to be communicated that it isn’t to be used or will result in a penalty infraction. | 1/14/25 |
| The event description says that a "laptop/computer" will be used. What device will be used a regional and the national event? | The laptops that are used for Process Control at nationals will be used at most competitions and Chicago. If your competition coordinator doesn’t request a computer from WEF staff, a link will be provided to them so they can use their device. | 1/16/25 |
| Will you be able to utilize the paper sheet, in lieu of the laptop, at all of the competitions? | Any state/MA competitions can opt to employ the paper sheet, but I urge all comps to use the laptop as that is the only option at WEFTEC. | 1/28/25 |
| Can the checks on the motor plug be done at the computer table? | Please refer to Page 8, Item 30 in the Event Description. | 2/5/25 |
| For the InCtrl software during the cable check, timestamps show up for the yes/no toggle as well as the voltage entry. If "yes" is selected significantly before the voltage check, is that ok as long as the data is entered after the value is read on the meter? | Yes, you can enter the value at any time after the meter check. | 2/5/25 |
| Is there another link to the computerized training video, the current one gives a 404 error code. Also where can we get a copy of the computerized electrical check sheet program? | Thank you for relaying this information. A NEW training link has been provided on the maintenance dashboard | 2/5/25 |
| Is it a possibility to get the software for the electrical check sheet? | Yes, Go to the 2025 Vaughan Maintenance Event Dashboard and click on the “Computerized Electrical Check Sheet Training Video” for information. There is a $1,500 annual fee for the software | 2/5/25 |
| For the electrical check list, when entering the motor ID Tag Operating Amperage, the computer will not let us enter a slash. The tag on the motor reads the amperage as 13.8/6.9. Which number should we use during the event? | The amps are based on the supply voltage. We are using a 230v Pump | 2/7/25 |
| Is there a link to the new computer software checklist for the maintenance ops event? | As of 2/20/25, additional information (W-9 forms, software info and sole source letters) along with the training video can be found on the Maintenance Event Dashboard (above). | 2/20/25 |
| After the safety supervisor says safe to remove pump. Do we have to wait for all four team members to be locked out to start winching up the pump? | Yes, all team members must be locked out prior to attaching the chain hook on the lifting bale. Please see event task A-8 in the event description | 2/20/25 |
| During pump reassembly does the position of the alignment pins matter? | No; however, the orientation of the suction plate and pump stand MUST be correct as described in step D.14 and D.17 in the event description. | 3/5/25 |
| Is there a less expensive alternative to the $1500 a year for the Maintenance electrical computer simulation like we have for the Process simulation? | Currently, that is the price of the software. There is no requirement to have the software; however, it will enhance your event efficiency. As of now, the training video on this site and an opportunity to run through the computerized work order before the competition will be available. inCTRL representatives will be at most all events for teams and judges | 3/5/25 |
| 1. Can you tell us if program will/will not phase into mandatory part of the event in future years? 2.Is there a trial version, or any future plans for a trial version, of this program like we have for the Hydromantis Simulator? | 1. Yes, That is the plan as of now 2. We are looking into several alternatives for training and to help ease/justify the cost. FYI, we are and will remain in draft form until September 2025, stay tuned. | 3/13/25 |
| In regards to the penalty " Tools used for other than intended purpose", Does the "purpose" refer to the use of the tool for this event? or for the tools intended creation? Example... Definition of a ratchet strap is, a fastener used to hold down cargo or equipment. So can the ratchet strap be used to hold down ANY equipment as it is intended or is its intended purpose to hold down the pump? | Every tool being used in the event has an intended purpose as written in each task. Should you use the ratchet strap elsewhere is your prerogative, but must be primarily be used to secure the pump/motor down during rebuild. | 3/27/25 |
I have been directed to print the procedure documents for each major area, including the 2025 Maintenance Event Procedure. It includes comments, track changes turned on but not approved, text and images for numbered lists that have been stricken through but not removed, sentences that have a mix of regular text and sections stricken through, and more. | Sorry for the confusion, but it isn’t woefully incomplete. The purpose of showing the corrections is to assist the teams to what has been revised since the last revision. This is, has been, and will remain a regular occurring practice. Most likely, there will be at least one more revision prior to WEFTEC. To remove the corrections:
This should give you a correction-free document. It is easier for teams to see markups and red text to avoid having to re-dissect the entire description after a revision. If you have a new team this year, they will be very appreciative to see these markups/corrections next year. Once you successfully find the correction-free document, you are free to “accept” the changes and/or convert the description to PDF for your needs. | 3/27/25 |
After completing the work, Q1 can each person unlock their lock but leave it hanging on the hasp, so that the last person can remove all the unlocked locks? | Q1 – Yes Q2 – No. LOTO is considered complete by that team member once un-locked. The rules do not specify otherwise. | 3/27/25 |
| Are we allowed to provide our own keyboard and mouse combo for the computer portion of the event? | No. Laptops will be provided to ensure fairness | 3/27/25 |
Q1 Is it safe to hold the D-ring and or tag while operating the chain fault? OSHA code 1910.184(c)(9) says, Workers must not place hands or fingers where they could be caught between slings, chains, or loads. Q3Is the intended purpose of the tag and or D-ring to be used to secure the chain during operation? | Q1. It is only unsafe if you are holding the D-ring directly next to the chain hoist. New rule to be in the summer revision. Q2. It is not considered misuse of tools if holding the “safety tag” during the chain operation. A D-ring/safety tag is considered safety notification, not a tool. Q3. The purpose of the safety tag is for awareness purposes. It is acceptable to hold the d-ring to protect the safety tag | 3/31/25 |
| In the event word doc out it states: "No work can be performed on the table and nothing can be placed on the table at any time during the event.". Does this include the work being done on the actual computer, or only additional work? Would laying tools on said table count as "Work"? | Nothing can be placed on the computer table but the computer/laptop mouse and mouse pad. | 3/31/25 |
| Could you please provide the height at which the laptop table will be set? | The computer/laptop table will be at its lowest setting. With the tabletop adjustment flat, it measures 41 inches from ground level. | 3/31/25 |
| Can team members (not the safety supervisor or electrician) remove their LOTO locks before the pump is fully set in place, as long as they do not touch the gantry or pump while it remains attached to the lifting hook? | No. Please refer to Task I.1. in the event description | 4/3/25 |
| The statement is made that if two feet leave the ground that it is considered running. If a team chooses to bunny hop the entire event is this considered running? | A true Bunny Hop means that both feet must leave the ground. This practice would then be considered a safety infraction | 4/3/25 |
| When performing a voltage test with the multimeter, do the probes need to be fully inserted into the test point, or is it sufficient to not be fully in as long as a reading is displayed? | Yes. Please refer to "During the Event: General", Item #13 | 4/23/25 |
| Is there a site where we can buy new torque wrenches? | You can purchase through Vaughan Pumps directly | 6/3/25 |
| Can gloves be removed when typing on the laptop for setup (team name, date, electrician, name)? Can gloves be removed during the event for typing on the laptop (entering voltage readings, etc.)? | Yes. Must be placed back onto hands prior to performing any and all other tasks or a safety infraction will be assessed. | 6/24/25 |
| It appears in the revised procedure that the opsCTRL software has changed appearance and some functionality. When I logged in today, everything still looks like the original procedure. Is there an update needed for the "online software", and if so, how do we get that so we are practicing with the correct version? | The new workflows (very similar) will be released in the 2nd week of July to the training programs previously purchased. Right now, we are prioritizing getting the competition accounts ready and the others will follow. | 6/30/25 |
| What is the width of the electrical cords boundary area? | There is no set measurement in the description however, I have been using 10” at WEFTEC | 7/14/25 |
| For the opsCTRL software do we need to updated it or will it automatically update? | The on-line software will automatically update | 7/14/25 |
| When using the chain fall, we typically have 1 person pulling the chain and another person "tailing" the slack with thumb and forefinger around the chain to prevent whip and to keep the d ring/tag from getting into the block. Is that method permissable? They are never actually holding the d ring, it is bumping against the palm of the hand. | Yes. Keep in mind that there is a restriction on how close your hand/D ring can be to the hoist. | 7/22/25 |
| I’m seeking clarification regarding the lockout procedure outlined in Paragraph F.1 of the event description and how it relates to Judging Item #74. Paragraph F.1 states: "All team members must be locked out prior to removing the power cable for resistance checks." While Judging Item #74 notes: "Electrician and Safety Supervisor not locked out prior to motor control and power cable being disconnected." To ensure we are following the correct procedure and understanding how penalties are assessed, could you please clarify: Are all team members required to be locked out prior to disconnecting the power cable for resistance checks, or is it only required for the Electrician and Safety Supervisor? | Good catch. Always refer to the event description for clarification. The penalty sheet will be revised to reflect the changes to F.1. | 7/30/25 |
| Will we have an opportunity to practice the Ops ctrl software at WEFTEC? We did not purchase the software and it changed slightly after our regional qualifier. | September 8. | 8/11/25 |
| I have some confusion regarding the electrical checks and how it pertains to the software that we do not have access to. The 2025 worksheet implies that the checks of the communication cable were omitted between 2024 and 2025. Q1 Do we need to check the communication cable in 2025? Q2 Also, the first Q&A item is not overly clear to me. Is the use of the computer required? | Q1: “The resistance checks on the motor control cable have been eliminated” Q2: “The computerized Electrical Check Sheet entries must be entered on the supplied laptop.” | 8/12/25 |
| 1. As noted in the January 14 response, any team member can input readings. However, clarification is needed for Steps I3 and I5 regarding who should record the readings on the computerized electrical check sheet when the electrician checks and verbalizes each voltage. Can these readings be input by the safety supervisor while the electrician verbalizes each voltage, or should the input be completed by the electrician? 2. Will a clipboard and the paper electrical check sheet be provided for recording the readings? We intend to use it as scratch paper. 3. Clarification on Steps F4 -F6, should the electrician return to the laptop to input readings for each step individually, or can the readings be recorded on scratch paper, if provided, and then all information input into the computerized electrical check sheet in one session? Thank you. | Q1: “The Electrician must obtain the readings, any team member (including the Safety Supervisor) can input results” Q2: “No. There will be no clipboard or Electrical Check Sheet/scratch paper provided” Q3: “You can input results individually or at one time.” | 8/12/25 |
| Please clarify who must check the box for "Have all electrical checks been complete and recorded?" - in the past this was a check mark made by the Electrician. Q1: If the Safety Supervisor is on the computer to enter voltage readings and then also to sign/date, can they check the "yes" button, or does it have to be the Electrician? Q2: Can the Safety Supervisor sign/date prior to the "yes" button being checked, as long as it's checked before the workflow is submitted, or does the Safety Supervisor have to wait for the Electrician to come over and click the "yes" button? | 1st inquiry: “Please refer to I.5.” Q1: “Electrician” Q2: “No. After the checklist is complete, the Safety Supervisor must finalize “sign off”” | 8/14/25 |
