How to perform a remote site visit By Avakash Patel, P.Eng
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ine site visits have long been held in high regard by prospectors, mining companies, regulators and investors. There is no doubt that having a technical team available to view any asset and provide observation and opinion is critical to understanding the asset. Most professionals agree that the cleanliness and hygiene of a site, facility, operation and their respective sub-parts reflect the management, project, operation and culture in general. Given the many restrictions on travel under the current circumstances and the possibility that at least some could remain in place for an extended time, remote visits where a professional or a team view and observe a site without being physically present demand special attention. A site visit is normally used to validate information and data on a particular property. During any site visit, even a remote one, a number of peripheral observations happen naturally that can help form an opinion on the property, management and operation. A remote site visit can never completely replace an actual site visit. The intent of this guideline, adapted from a larger guideline on mine site visits, is to provide as much information as possible about remote site inspection to reduce the risk of a desktoponly or data-room review. The word “virtual” is not used here because this guideline covers actual site visits, where both images and sounds are live, not created in computer graphics. Many engineering, procurement and construction management companies produce virtual 3D models that are based on engineering design, but 3D models are generally not as-built, and in some cases, a follow up physical inspection is necessary for certain disciplines. A remote site visit can reduce the risk of reliance on reports and data without personal physical confirmation, and if performed properly, the information and data validation will be sufficient to reduce the risk associated with a desktop-only review.
Prior to a remote site visit Prior to the site visit, the maximum possible data and information should be gathered. It is helpful to ensure that the data is evaluated, understood and assessed for any gaps that the site visit may need to address. A parallel site team should be established to carry out the visit. Each remote discipline lead (RD) responsible for the visit should be assigned a local counterpart site inspector (SI) who will collect and transmit the required site sensory information. Although preferable, it is not required that the SI be a specialist in the discipline of the RD. Each SI should be provided instruction regarding how to properly use any communication, measurement or documentation equipment. There are two parts to the technology required to carry out a remote site visit. The first is real-time communication methods, including compatible software for transmission and reception. 28 | CIM Magazine | Vol. 15, No. 3
The second is the equipment and the software necessary to gather and transmit sensory information. This equipment can vary from a simple smartphone or tablet to surveying and measurement tools, including helmet cameras, eye glass cameras, microphones, and drones. Full agreement must be made on the technologies to be used for a remote site visit. A trial run is recommended to ensure the equipment and software works and to ensure the SI can successfully use it. It is recommended that a two-part meeting between RDs and SIs be held to coordinate the site visit. The first part of the meeting should include the entire team to highlight the scope and intent of the visit*. The second part is for each RD to coordinate with his or her respective SI individually. A number of activities need to be performed in preparation for part two, including but not limited to: • The RD should provide an agenda and plan for the locations and areas they would like the SI to visit. • The RD should send through the main elements to examine in each area. This will be the map/schedule for the remote site visit. • The RD and SI should discuss the merits and weaknesses of the plan and finalize the actual “tour route” or “remote map.” Mobile communication devices need to be tested in all regions of the visit and facility. If live communication is not possible, then the method for storage and transmission of information must be agreed to. A recorded method can be used for instruction and for feedback when live communication is not possible. Ensure all communications devices are fully charged and have backup sources of power. The preferred methods of communication should be Wi-Fi or cellular, but if these are not available, then the site technology would govern how communication can happen between the RD and SI. A smartphone or helmet camera with audio is best suited for the SI. Do a trial run. The SI should ensure that he or she can view what the camera lens captures. In the case of phones, the front camera can be used, and in the case of helmet cameras a remote or heads-up display can be used. Also make sure that photos can be taken directly by the RD through an application or by taking screen shots. The SI may also take and send photos to the RD. Upon approval and instruction, the SI can also take short videos as necessary. During the actual inspection, the RD will instruct the SI to move the camera slow and steady for optimal video, or to zoom in and out as necessary or to move closer or farther away or a different direction, so there must be agreement on the camera movement terms (i.e., pan, directional movements, zoom in/out) and calibration. For safety, it is critical to emphasize to the SI the importance of being aware of surroundings and watching where he or she is * See “WHY – Purpose of the Review and Visit” in Part 1 of “Mine and Mining Site Visit Guidelines – A Practical Approach.”