Auditing the Facility

Transcription

1 Auditing the Facility Introduction Capital budget planning begins with compiling a complete inventory of the facility, including equipment, that identifies existing deficiencies. The Facilities Audit is a vehicle for producing such an inventory; it is a system for thoroughly assessing the existing physical condition and functional performance of buildings, grounds, utilities, and equipment. The results of this audit are used to address major and minor, urgent and long-term needs for corrective action, for short- and long-term financial planning. The basic principles presented here can be applied to any scale operation, from a single structure to a facility consisting of multiple building complexes in dispersed locations. The first step is determining the scope of the audit. Next, the audit team is selected, and a set of forms is designed. A survey team then records field observations on the forms for individual building components. Finally, the information from these forms is summarized, prioritized, presented, and used to: compare a building s condition and functional performance to that of other buildings within a facility define regular maintenance requirements define capital repair and replacement projects in order to eliminate deferred maintenance develop cost estimates for capital repair and replacement projects restore functionally obsolete facilities to a usable condition eliminate conditions that are either potentially damaging to property or present life safety hazards identify energy conservation measures The audit ultimately produces a database on the condition of a facility s buildings, identifying the physical adequacy of construction, material, and equipment, and assessing the functional adequacy of the facility to perform its designated purpose. This comprehensive inventory can be used to guide property management decisions and strategic planning of capital assets, such as determining those expenditures necessary to extend the life of a facility. The audit procedures and forms included here are for the purpose of identifying the condition of buildings and assessing the cost and priority of their repair. While this is a comprehensive stand-alone process, it is for the limited purposes of assessing costs and establishing priorities for repairs. It represents only a portion of the requirements of a full facilities audit. For further information and guidance on conducting a full audit, contact the RSMeans Engineering staff. The Rating Forms The audit approach involves conducting a thorough inspection of a facility, then employing a systematic process of completing individual forms for each component, following the order in which building components are assembled. This is a self-evaluation process designed to fit all types of structures. The audit procedure described is a generic approach that can be used as a starting point; the facilities manager should incorporate the special characteristics of an organization and its facilities into an individualized facilities audit. Audits are best performed by the in-house personnel familiar with the building being audited. However, outside consultants may be required when staff is not available or when special expertise is required to further examine suspected deficiencies. Four types of forms that can be used to conduct the building audit are described here. A complete set of the blank forms ready for photocopying follows. 1. Building Data Summary This form can be used to summarize all buildings to be covered by the audit. 2. Facilities Inventory Form This form is designed to collect the basic data about a specific building s characteristics (name, identification number, location, area), including land data. One form is prepared for each building to be audited as summarized on the Building Data Summary form. 3. Standard Inspection Form The standard form for recording observed deficiencies, it provides a uniform way to comment on, prioritize, and estimate the cost to correct those deficiencies. The Standard Inspection Form is designed to make use of cost data from the Maintenance & Repair and Preventive Maintenance sections of this publication. Cost data from publications such as RSMeans Facilities Construction Cost Data may be utilized as well. 4. System Checklists For each major building system from foundations through site work, there is a checklist to guide the audit and record the review process. The checklists are intended as general guides and may not be totally comprehensive. Be sure to make any necessary modifications (additions or deletions) required for the specific building being audited. The forms prompt the user on what to check and provide a place to check off or indicate by Yes or No the presence of deficiencies requiring further detailed analysis on the Standard Inspection Form. 571

2 Completing the Inspection Forms The standard inspection forms are designed to be used in conjunction with the system checklists. A system checklist of typical deficiencies for each building system is completed as part of the inspection process. Then for each building deficiency, a standard inspection report is generated listing the identifying information as required on the form. With the deficiency defined and described, the specific work items required to correct the deficiency can be entered, prioritized, and costed in Part 3 of the form. The priority rating is further described below. Priority Ratings Priority rating is the inspector s judgment of the priority of an observed deficiency. The rating provides guidance for facilities managers who must review overall deficiencies and develop maintenance schedules and capital budgets. The following priority rating terms, commonly used in maintenance management, are a suggested guideline for priority values. The scale may be expanded as required to fit specific needs. 1. Emergency: This designation indicates work that demands immediate attention to repair an essential operating system or building component, or because life safety or property is endangered. A response should occur within two hours of notification. 2. Urgent: Work demanding prompt attention to alleviate temporary emergency repairs or a condition requiring correction within one to five days to prevent a subsequent emergency is classified as urgent. 3. Routine: A specific completion date can be requested or required for routine work. This includes work that has no short range effect on life safety, security of personnel, or property. Routine work can be planned in detail and incorporated into a trade backlog for scheduling within twelve months. 4. Deferred: Projects that can be deferred into the following year s work planning are classified as deferred. Cost Estimates for Maintenance A major characteristic of the audit described here is the application of detailed cost estimates. To prepare cost estimates for work required to correct deficiencies, detailed information about the nature and extent of the facility s condition is required at the beginning of the audit. However, when cost estimates are incorporated, the audit process generates highly useful summaries outlining major maintenance costs and priorities. Including cost estimates allows for comparisons to be made in order to prioritize repair and replacement needs on a project-by-project and building-by-building basis. Other Considerations A problem which may have to be settled by the audit leader is what to do with mixed-use buildings, those that have recent additions to the original construction, or buildings that have, under emergency circumstances, been forced to house new activities for which they were not designed. Such problems will have to be dealt with individually by the audit team. The data gathered in a facilities audit must be kept current, gathered consistently, and regularly updated. An annual cycle of inspections is recommended. Each organization initiating a comprehensive audit and continuing with annual cycles of inspections will benefit from organizing data in a systematic format. Conducting annual audits in a consistent format provides the basis for monitoring the backlog of deferred maintenance and preparing effective long-term plans and budgets for maintenance and repair operations. The forms are designed for ease of field entry of data and manual preparation of summaries and reports. The forms can also be created using basic word processing and spreadsheet software or database programming. Although the self-evaluation process is readily adaptable to data processing programs, not every organization has the capabilities or resources available. For those without computer capabilities, a manual method of storing and updating must be developed and used. 572

3 Summarizing the Audit Data Information collected on the audit forms is compiled and used to determine the condition of the facility s buildings and what should be done to maintain and/or improve them. Summaries of a building audit can serve several purposes, some of which are listed below. Routine Maintenance Needs: A current property owner may be interested in planning and estimating a program for the cost of routine operations and maintenance. Major Maintenance: A current or prospective property owner may want to evaluate major maintenance needs to plan and estimate the cost of a corrective program. Deferred Maintenance: A backlog of routine and major maintenance can be addressed using a survey of conditions to plan and budget a deferred maintenance program. Renovations and/or Additions: Prior to developing feasibility studies on alternatives to renovations and/or additions, a survey of existing conditions may be necessary. Capital Budgeting and Planning: A comprehensive audit of facilities conditions will incorporate major maintenance requirements into overall capital needs. Conclusion The information and forms for conducting an audit of the facility are included in RSMeans Facilities Maintenance & Repair Cost Data to provide a method for applying the cost data to the actual maintenance and repair needs of a specific facility. The Facility Audit presented here is a subset of a more comprehensive audit program. The more comprehensive approach includes assessment of the building s functional performance, as well as additional forms and procedures to incorporate the cost of maintenance and repair into a comprehensive multi-year facility management plan. 573

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5 BUILDING DATA SUMMARY 575

6 FACILITIES INVENTORY FORM 576

7 STANDARD INSPECTION FORM 577

8 A10 FOUNDATIONS INSPECTION CHECKLIST 578

9 A20 BASEMENT INSPECTION CHECKLIST 579

10 B10 SUPERSTRUCTURES INSPECTION CHECKLIST 580

11 B10 SUPERSTRUCTURES INSPECTION CHECKLIST 581

12 B20 EXTERIOR CLOSURE INSPECTION CHECKLIST 582

13 B30 ROOFING INSPECTION CHECKLIST 583

14 B30 ROOFING INSPECTION CHECKLIST 584

15 C10 PARTITIONS & DOORS INSPECTION CHECKLIST 585

16 C30 WALLS & FINISHES INSPECTION CHECKLIST 586

17 C30 FLOORS & FINISHES INSPECTION CHECKLIST 587

18 C30 CEILINGS & FINISHES INSPECTION CHECKLIST 588

19 D10 CONVEYING INSPECTION CHECKLIST 589

20 D20 MECHANICAL/PLUMBING INSPECTION CHECKLIST 590

21 D30 MECHANICAL/HVAC INSPECTION CHECKLIST 591

22 D30 MECHANICAL/HVAC INSPECTION CHECKLIST 592

23 D50 ELEC./SERVICE & DIST. INSPECTION CHECKLIST 593

24 G20 SITE WORK INSPECTION CHECKLIST 594

25 H10 SAFETY INSPECTION CHECKLIST 595

26 H10 SAFETY INSPECTION CHECKLIST 596