Case Study

Optimizing Steam Trap Wireless Monitoring Systems at The VISN15 VA Heartland Network: A Model for Retro-commissioning and Ongoing Support

SMI Impact

Full alignment with VA compliance standards, contributing to safer and more dependable operations.

Facilities are positioned to implement proactive maintenance strategies to support greater steam system efficiency and more reliable heating and sterilization processes over time.

The hospital engineering staff are now better equipped to manage and maintain their steam systems.

Updated the existing monitoring system with steam trap testing results integrated into the client’s asset management platform to support ongoing tracking and maintenance.

Background

Steam Management, Inc. (SMI) is engaged by a leading energy service company (ESCO) on an ongoing annual basis to perform critical measurement and verification (M&V) support through the period or performance lifecycle of their energy savings performance contract (ESPC).  This effort includes testing and cataloging the condition and operating status of steam traps at the following hospitals.

  • VA St. Louis Health Care System (Saint Louis, MO)

  • VA St. Louis Health Care System - John Cochran Division (Saint Louis, MO)

  • Harry S. Truman Memorial (Columbia, MO)

  • John J. Pershing VA Medical Center (Poplar Bluff, MO)

  • Kansas City VA Medical Center (Kansas City, MO)

  • Robert J. Dole VA Medical Center (Wichita, KS)

  • VA Eastern Kansas Health Care System - Colmery-O'Neil VA Medical Center (Topeka, KS)

  • VA Eastern Kansas Health Care System - Dwight D. Eisenhower VA Medical Center (Leavenworth, KS)

  • VA St. Louis Health Care System - Jefferson Barracks Division (Saint Louis, MO)

This case study examines the recommissioning and expansion of steam trap monitoring systems and the implementation of a comprehensive steam trap testing and repair program at a Veterans Affairs (VA) Medical Center.

The focus is on improving steam system efficiency, reducing energy waste, and ensuring compliance with VA standards, particularly VA Department of Veterans Affairs design alert 003C2B-DA-151 and VA Directive 1810(1) amendments 5.a(1) and 5.b(1).

Conditions

This VISN has invested in proactive steam trap management in its member VA Medical Centers by deploying a wireless steam trap monitoring system.  This system that was installed was not functioning properly and needed to be expanded to offer the facility operators more visibility into their steam trap population.

The VA Medical Centers had been experiencing increased energy costs and reported inconsistencies in steam system performance. The facility's engineering team and the ESCO recognized the need for a systematic approach to steam trap management.

Testing must occur during heating season and require facility escorts to access patient and medial testing/lab areas.  In many cases, controls must be over-ridden during the test process to energize steam so that the trap can be tested. Annual inspections of the steam trap population revealed a significant number of malfunctioning steam traps and non-compliance with VA standards.

Solutions

Data Driven Asset Management

All steam trap testing data is maintained in a shared database that complies with ESCO’s internal asset management system and is accessible by VA facilities staff.  This system allows for year-over-year tracking, enabling the identification of recurring issues, trend analysis, and data-informed decision-making. Traps that fail in consecutive years are flagged to be tested for accuracy.

Strict Compliance with VA Standards and Directives

SMI’s work is performed in full adherence to VA specifications, ensuring safe, reliable, and regulation-compliant system operation.

VA design alert 003C2B-DA-151:

Prohibits the use of cast iron fittings and valve housings in high and medium-pressure steam distribution systems to mitigate the risk of failure due to the brittle nature of cast iron, which can lead to catastrophic accidents. This standard directly impacts the selection of replacement components during steam trap repairs.

VA Directive 1810(1) amendments 5.a(1) and 5.b(1):

Mandates that steam system components operating at 15 psig or greater must not include cast iron. The directive directly impacts the selection of steam traps and associated components, including valves, strainers, unions, and fittings, collectively known as the steam trap valve train.

Existing steam traps and associated strainers are primarily made of cast iron, isolation valves and check valves are primarily bronze, and fittings and unions are malleable iron. On steam service 15psi and above, replacement will include cast steel or forged steel steam traps, strainers, unions, and fittings, upgrading safety and longevity across the system.

Conclusion

This multi-site initiative within VISN 15 demonstrates how proactive steam trap monitoring, measurement and verification (M&V), and standards-based oversight can lay the groundwork for safer, more efficient operations across VA Medical Centers. By addressing performance gaps in wireless monitoring systems, integrating test results into asset management tools, and aligning with VA directives such as Design Alert 003C2B-DA-151 and VA Directive 1810(1), facilities are now better positioned to manage steam assets effectively.

Ongoing testing, database-driven analysis, and data transparency have empowered facility staff and the ESCO to make informed maintenance decisions while building a foundation for continued compliance and performance. The program underscores that steam system optimization is not a one-time effort—it requires a sustained commitment to monitoring, documentation, and proactive management to ensure lasting reliability, efficiency, and safety across critical healthcare infrastructure.

Key Takeaways

Safety is non-negotiable in steam system maintenance

In healthcare facilities, where steam powers critical operations like heating, sterilization, and lab services, even small failures can have serious consequences. The VA's strict regulations on material selection, such as the prohibition of cast iron in pressurized systems, reflect a commitment to protecting patients, staff, and infrastructure.

System efficiency directly impacts reliability and cost

Malfunctioning steam traps not only waste energy but can also compromise the performance of essential hospital functions. Regular testing and timely repairs are essential to minimizing risk and ensuring system uptime.

Documentation drives smarter maintenance

Accurate, centralized records of testing and repairs provide a foundation for trend analysis, compliance reporting, and long-term asset management. A shared database improves visibility across teams and strengthens accountability.

Training empowers proactive facility management

When facility personnel understand how their steam systems operate, they can spot issues sooner, respond more effectively, and maintain peak performance over time.

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