Capture services are the center of VTS’ operation, delivering 3D & image-based capture and documentation of property assets. Dave Rubio leads the VTS 360Access team of capture technicians who scan and document rooftop assets and equipment in 3D with precision & accuracy. In our Unlocking Virtual Access blog, Dave shares his views on team building, overcoming challenges and applying excellence into operations.

Dave started scanning rooftops in the 100 degree temperatures of New York City in spring of 2020. In the midst of a worldwide pandemic and nationwide lockdown, Dave was able to scale and expand VTS capture operations into Chicago, LA, San Francisco, Miami and beyond. He manages a team of twelve technicians that is expected to double by the end of 2021. To meet the needs of VTS’ clients, Dave has implemented process improvements that have enabled the team to scale. In May, the team scanned assets on just shy of 300 rooftops, the highest monthly total to date.

Why are we scanning rooftops?

“Rooftops are home for a host of critical and costly assets for wireless communications.

Look up at the roof of buildings in any metropolitan city, and you’ll see a lot of equipment including antennas, cables and cabinets. The asset owners need a precise inventory of every piece of equipment, the access points for construction and the existing electrical and power capacity. Rooftop scans for our main client are primarily for preconstruction planning in the conversion from 4G to 5G. Virtual access and digital documentation of assets is needed at all stages of telecom construction and design.”

“Decision makers, designers, project managers, engineers, installers and fire departments have to know what and where every piece of equipment is. They have to plan how they will access the building, and be certain the equipment will fit. The days of expensive truck rolls for in-house engineers, RF technicians and site techs are gone. Converting to 5G requires engineering and planning for upgrading power, antennas and cables. With 3D scanning, accurate dimensions, access points for installation and equipment audits are virtual.”

“With a cutting edge 360 scanner, in a few hours, our VTS scan technicians can inventory every item and recreate a rooftop in a 3D virtual environment. The 3D files document digitally what exists on the rooftop and then a 3D digital twin is created and used to make informed decisions on equipment and build outs. Fiber cables and conduit run the entire lengths of the roof, spanning from side to side. Digital documentation allows engineers to make informed decisions on cable lengths, equipment placement, and new build locations. Knowing how much cabling to order before the job is started can save hundreds of thousands of dollars per year in overages or cable shortages. This results in faster job completion, faster on-air, and allows for the next job to be started.”

What are the challenges you have overcome as a scan technician and now as team leader?

“Starting as a scan tech, I approached each building as a puzzle to solve. There were times when the site contact was not there when they said they were going to be. How do I figure that out? Up on the roof, I realized there were antennas 10 feet above me. How am I going to capture them? Am I getting the right photos? Instead of calling the office to report that a cabinet was locked, I tried different tactics to solve the problem until I got access. On one roof I was surprised by a raccoon who was not happy to see me.”

“Right away I realized we could improve on processes. Speed, response time and accuracy are equally important. Process improvements had to tick all three boxes. We deconstructed every existing process and created new ones focused on operational excellence, focusing how each site was a part of our client’s overall goals.”

“There are many different things we don't know about a site when we're scheduling it. For example, we had to get creative about gathering critical details about a site before the visit. We improved scheduling and communications to gain site access from the building contacts, which has helped expedite the scan technician’s visit.”

‘Operational excellence is at the forefront and critical to absolutely everything.’

“Accuracy and error rate are the primary focus internally and with our clients. The goal is to get it done the right way, the first time. It can be physically demanding up on a roof in the middle of a hot day with no shade, so we make sure our techs stay hydrated and follow safety protocols. We do a thorough QA process for each client, based on their priorities and requirements. The QA ensures that the right files are there. Photos are stitched together to make sure that they have accurate 360 views of everything from the street leading up to each door. If we miss a picture, or didn’t capture all the dimensions, it’s an error. Sending a tech back to a site has cost and time implications.”

How do you expand in new markets while maintaining operational excellence?

“Early on, we leveraged our networks to cultivate a remote team of techs across the country. A client came to us with a list of hundreds of buildings in Chicago for pre-construction site walks that needed to be completed in a few weeks as part of the design/build engineering for 5G.We got right into the logistics and reached out to our best techs to start scanning. At the same time, we deployed techs in training to shadow and learn from the seasoned techs on the job. A lot of planning and logistics were involved, because scanning started in Chicago the same week that teams were deploying in L.A.

The ability to be resourceful at facing challenges and figuring out solutions is the most important factor for success.

‘The word I focus on and say more than 10 + times a day, is resourceful.’

“We identify the best people and cultivate the technicians who exemplify excellence and resourcefulness. The best results come from consistent guidance, not micromanaging. We are constantly reminding people about what is important and what to focus on. “

“One NYC technician, Aldo, traveled to multiple cities in May and captured over forty sites without a single error. In LA, VTS scan tech Sam, displayed the resourcefulness that we hold as a standard trait of all field technicians. When he has an access issue, Sam takes it as a challenge and calls, emails, and asks around until all issues are solved. He captured sixty sites in May successfully.”

What is ahead for you and the Access team?

“Now that we have infiltrated key markets on the ground for rooftop data capture, we are cross training the top techs on the equipment and skills needed for the entire range of VTS clients. Techs are being trained on the 360 cameras and technologies to scan indoor spaces and capture damages for insurance claims for VTS 360Consultant service. Technicians are assisting with the high level of detail needed for VTS 360Pro digital twins and laser scanning services.”

About VTS: Virtual Technology Simplified unlocks virtual access for buildings and facilities with 3D and reality capture services. Founded in 2017, VTS leadership combines 90+ years of cutting-edge technology experience with 3D, lidar and photogrammetry technology. Digital twins and virtual tour services enable real time problem solving for insurance, manufacturing, telecom and facility management. VTS suite of services deliver precision 3D models and digital twins for game changing advantages that streamline processes, reduce risk, and lead to significant cost savings.