The FCA database is maintained in the “Planning and Needs Analysis” module within FMS. An FCA user guide has been developed that provides details on how to access the FCA data and how to generate reports.
Introduction
To better manage an increasingly complex infrastructure, the University implemented a Facility Condition Assessment (FCA) Program in 1998. The objective of which is to maintain a comprehensive database on the physical condition of the building portfolio. The FCA database contains identified deficiencies, as well as asset life cycle data of major building components and systems; including architectural, structural, civil, mechanical, electrical, life safety and fire protection, environmental health, and building accessibility. Deficiencies and anticipated needs are listed in the database as independent projects and assigned a priority, budget, classification and category.
The FCA data is maintained in the “Planning and Needs Analysis” module within FMS, known in FMS as the PNA module. An FCA user guide has been developed that provides details on how to access the FCA data and how to generate reports.
FCA Data Management
As infrastructure items with anticipated cost greater than $20,000 approach the end of their useful life and become difficult to maintain, Facility Maintenance staff shall bring the item to Engineering for consideration/inclusion in the FCA database. Engineering will work closely with the Regions, Central Shops, Architects, Engineers and Facility Managers to establish appropriate scope, budget, priority and funding opportunities.
All infrastructure items with anticipated expenses greater than $20,000 are to be included in the Planning and Needs Analysis module (aka FCA database). Items anticipated to be over $100,000 are forwarded to AEC A&E department for an OPC (Opinion of Probable Cost). Phasing opportunities should always be considered for major projects, particularly when a lower cost phase 1 can address highest priority need, while permitting remainder of need to be postponed a few years.
Each item must include a problem statement, the recommended action and a consequence statement if item is not addressed in a timely fashion. Where appropriate the affected Asset numbers are to be included. A project budget must be provided. A target renewal year shall be entered with the project.
Each year the project costs figures are inflated to assure that costs are maintained in today’s dollars. Facility replacement costs are inflated by the same percentage to assure that inflation does not impact the facility condition needs index (FCNI).
FCA data falls into two types; recurring and non-recurring. The non-recurring projects (one time repairs) reside in the Assessment Deficiency (AD) module. The recurring projects reside in the Condition Assessment Asset Profile (CAAP) module. Where possible, projects are linked to the associated Asset(s). Original FCA data was moved into FMS as Assessment Deficiencies. Effort is underway to move all recurring items from AD module into the CAAP module.
Adding an item to the FCA Database
If you are aware of a need on campus and wish to have a project added to the FCA database to correct this need please complete the “FCA New Project Form” and submit it to AEC A&E department, attention Mark Borgman, via email.
An engineer will contact you to discuss scope of the project, develop a project budget estimate, assign a classification and validate the project. The appropriate FCA Team will then review the need and prioritize it with the other needs on campus.
Renovations
When a renovation project is launched, the assigned design team (architects and engineers) are to review the items in the FCA database and investigate which items can be addressed as part of the renovation. The team has stated that the design team is to address as many infrastructure items as possible with each renovation. Instructions for accessing FCA data and generating building reports are addressed in the FCA user guide.
Upon completion of the renovation, AEC is required to return a FCA report with notations as to which projects have been retired via the renovation, including those partially completed with notes as to what part was retired and what part remains. The FCA database is to be updated accordingly.
Deferred Maintenance
A list of high priority projects is compiled annually for infrastructure funding consideration. This infrastructure report contains high priority needs as determined by the in-house FCA teams. FCA teams exist for each major category, and include Exterior, Roofs, Electrical, Fire/Life Safety, HVAC, Chillers, Plumbing, Safety, Site, Utilities and Vertical Transportation. These teams review all identified needs in their category and determine which to present to the PPI (Physical Properties Improvement) Lead Team for funding consideration. PPI Lead Team makes the final call as to which projects receive funding each fiscal year.
Note that adding a project to FCA database does not guarantee funding approval. Items that are to be considered for a given year must have the “Renewal Year” field in FMS populated with that year. Items that do not make the final approval for that year will have the Renewal Year pushed back to the following year for consideration.
Once funding has been approved, the funding source field is populated with the appropriate funding source (a user definable field). At that point the “Renewal Year” should be the year in which the project was actually funded.
Emergent Needs vs Emergencies
Not all “emergent needs” are “emergencies”. Emergent needs are items that have emerged unexpectedly and require some short term action. Any emergent item where the expense is anticipated to exceed $20,000, the first step is to assign a WR phase to U4000. The assigned engineer is to investigate the need; determine if a low cost temporary repair is a viable option, determine if a one for one replacement is appropriate action or determine if a system upgrade should be implemented. In cases where a low cost temporary repair is a viable option, this should be completed via Maintenance General Fund (MGF) (if under $20,000) and the long term solution added to FCA for prioritization with other needs on campus for future funding consideration.
Funding Sources for Infrastructure Items
F&O Administration has identified four primary sources to fund infrastructure items; those include Maintenance General Fund (MGF), PPI Maintenance (PPI-MNT), Physical Properties Improvement (PPI) and Infrastructure Maintenance Fund (IMF).
- MGF is used to cover items with anticipated expenses under $20,000. These are addressed by the Region, with Central Shop support as needed.
- PPI-MNT fund is used to cover emergent items that are deemed to be emergencies, with anticipated expense of $20,000 to $50,000. This source is for items that have failed that need to be returned to service immediately, where low cost temporary solution is not a viable option. Items costing less than $50,000 do not require FCA team review or approval. These go through engineering, to FCA Program Manager (Mark Borgman), then to Facilities Maintenance Director (Lowell Hanson). The appropriate team will be notified for their review to determine if the matter has been totally resolved, or if a larger project is required to address the rest of the system. Piping systems are a great example, partial pipe replacement using PPI-MNT to address emergency, then OPC developed for phased approach to replacing the rest of the system.
- PPI fund is used to cover items over $20,000, that are deemed not to be emergencies, (i.e. those where a low cost temporary fix is an option). These items are to be added to FCA database for prioritization with other needs on campus. Note that these items do not receive immediate funding. Items identified as high priorities are included in the annual deferred maintenance list for PPI funding consideration.
- PPI and IMF fund prioritized items over $50,000. These projects are reviewed, validated and prioritized by the appropriate FCA team and added to their prioritized lists for funding consideration via PPI or IMF. The exception is the occasional emergency that arises with expenses over $50,000. These items are to be addressed immediately and appropriate funding determination made as project unfolds. The goal of all involved is to identify failing items before they fail so that they can be addressed before becoming an emergency.