What Is a Facility Condition Assessment (FCA)? And What Is a Facility Condition Index (FCI)?

A Facility Condition Assessment (FCA) is a comprehensive evaluation of a building or facility’s physical condition to identify maintenance needs and prioritize improvements.

The two goals of a facility condition assessment are:

  • To inspect the facility in order to identify current or potential future issues that may require maintenance.
  • To make maintenance reccommendations for the facility to address these issues.

Facility condition assessments are an important tool for Facilities Managers.

Typically contracted out to an outside engineering firm, an FCA team will use industry-standard processes to evaluate all the major systems in a collection of facilities and determine their remaining useful life. They will also describe any repair or replacement tasks that will need to be undertaken in the next few years.

What Is a Facility Condition Index (FCI)?

The Facility Condition Index (FCI) is a key benchmarking tool used in a Facility Condition Assessment to compare the condition and maintenance needs of a facility to its replacement value.

Facility-Condition-Index-grahpic

Facility Condition Index, an industry standard measure used to compare relative business conditions.

Also called a facility condition assessment rating scale, the Facility Condition Index is a helpful metric for evaluating the overall value of an asset. The FCI is a powerful tool for those conducting facilities condition assessments, allowing you to compare and contrast the relative health of individual facilities across your organization.

Here’s how to calculate the Facility Condition Index:

  • Add up the cost of all your existing deferred maintenance
  • Divide that cost by the overall value of the facility

The result, which can be represented as a percentage, is your FCI.

The Benefits of Using a Digital System for a Facility Condition Assessment

Modern digital systems made for asset management have the FCA framework FCA and the FCI tool built into them, making it easy to leverage them.

facility-condition-assessment-digital-system

For example, as you complete work on assets within Cartegraph Asset Management’s mobile app, the condition of the facility is automatically updated in the software, which triggers an automatic update of the resulting FCI calculation.

Here are the main advantages of using a Facility Condition Assessment with a modern asset management platform:

  • Get current asset data. An FCA can provide new and updated asset inventory data for all your most important assets, which you can easily access in your platform.
  • Go from data to maintenance. FCA-identified maintenance can be loaded directly into actionable tasks, letting you move seamlessly from identifying issues to taking action to address them.
  • Automatically update your FCI for accurate budgeting. Any change in condition or remaining useful life will automatically flow up to your Facilities Condition Index, continually updating your budget forecasts with current and accurate asset conditions without requiring any extra steps on your part.
  • Do robust future planning. Within Cartegraph Asset Management’s Scenario Builder you can use your FCI and facility condition data to create detailed forecasts, helping you make informed plans for the future.

By incorporating your FCA business process into a system like Cartegraph Asset Management you effectively turn it into your comprehensive facilities operations platform, allowing you to manage all your assets—indoors, outdoors, above or below ground—in one place.

“[Their] staff helped us tailor the software to meet the demands of our extensive software requirements. The team also provided a clear plan to meet the project objectives and our business goals.”

John Cox, Facilities Information Section Manager, NC Department of Administration

Deliverables from a Facility Condition Assessment

Deliverables from an FCA typically include:

  • An asset inventory of all evaluated assets along with value and remaining useful life estimates. Dive deeper.
  • A list of necessary repair or replacement tasks for each asset with anticipated costs. Dive deeper.
  • An investment plan that prioritizes and sequences capital and operational expenditures for the time period covered by the plan. Dive deeper.
  • Optionally, the FCA vendor can create preventative maintenance plans for your business-critical assets. Dive deeper.
  • A calculated Facility Condition Index (FCI) for each facility. Dive deeper.

Asset Inventory for a Facility Condition Assessment

Creating an asset inventory is a critical step in a Facility Condition Assessment (FCA).

The process of creating an inventory involves cataloging all assets within a facility, including structural elements, mechanical systems, electrical systems, and any other relevant components.

In the process, each asset is evaluated for:

  • Its current condition
  • Its estimated value
  • Its remaining useful life

The inventory is the foundation of the Facility Condition Assessment, serving as the basis from which all budgeting decisions and maintenance plans will be made.

The information found in the inventory is key for effective asset management, as it helps prioritize maintenance and replacement activities, plan budgets, and strategize long-term facility management.

Repair Replacement Tasks for a Facilities Condition Assessment

In a Facility Condition Assessment (FCA), several repair and replacement tasks are commonly identified, each vital for maintaining the integrity and functionality of the facility.

Here are some examples of common repairs that come up in an FCA:

  • Roof repairs or replacement. Addressing leaks, insulation issues, or structural weaknesses in roofing systems.
  • HVAC system upgrades. Repairing or replacing heating, ventilation, and air conditioning units to ensure efficient operation and energy savings.
  • Electrical system overhauls. Updating old or faulty electrical wiring, panels, and fixtures to meet current safety standards.
  • Plumbing repairs. Fixing leaks, replacing old pipes, and ensuring compliance with water safety regulations.
  • Structural repairs. Addressing foundational issues, concrete degradation, or structural damage to ensure building safety.

These tasks are critical for maintaining the facility’s operational efficiency, safety, and compliance with regulations. Each repair or replacement decision is informed by the FCA’s findings, prioritizing actions based on the condition and importance of each asset.

Investment Planning for a Facility Condition Assessment

Investment planning in the context of a Facility Condition Assessment (FCA) is a strategic process to allocate financial resources effectively for maintenance, repairs, and upgrades.

This planning involves analyzing FCA data to identify the most critical needs and estimate the costs of addressing them. It requires prioritizing tasks based on urgency, impact on facility operations, and budget constraints.

Investment planning also includes forecasting future maintenance requirements and setting aside funds for eventual replacements or significant renovations.

This forward-looking approach ensures the longevity of the facility’s assets, optimizes budget utilization, and helps avoid unexpected expenditures, thereby maintaining the facility’s value and functionality over time.

Preventive Maintenance Plans for a Facilities Condition Assessment

Preventive maintenance plans derived from a Facility Condition Assessment (FCA) are critical for extending the lifespan and efficiency of a facility’s assets. These plans are based on the detailed analysis of each asset’s condition and projected life expectancy.

[Related read: What Is Deferred Maintenance?]

They involve scheduling regular maintenance tasks to mitigate wear and tear, addressing minor issues before they escalate into major problems, and ensuring that all components of the facility are operating optimally.

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By implementing a robust preventive maintenance plan, facilities can reduce the frequency of unexpected breakdowns, lower repair costs, and improve overall asset reliability, contributing to a more sustainable and cost-effective management of the facility.

How to Use a Facility Condition Index (FCI) in a Facility Condition Assessment

The Facility Condition Index (FCI) plays a vital role in facility management by providing a quantitative measure of a building’s health.

The FCI is particularly useful in prioritizing maintenance and repair activities across a portfolio of properties.

  • A lower FCI indicates a facility is in relatively good condition, requiring minimal repairs in comparison to its total value.
  • A higher FCI signals significant deferred maintenance issues, suggesting a greater need for repairs or even a comprehensive overhaul.

By using the FCI, facility managers can make informed decisions on where to allocate resources, balancing the need for immediate repairs against long-term capital investments.

It also serves as a key metric in long-term strategic planning, guiding decisions on whether to continue investing in maintenance, renovate existing facilities, or replace them altogether. In addition, the FCI aids in risk management by identifying buildings that may pose safety risks due to their deteriorating condition.

Overall, the Facility Condition Index is a crucial tool in effective asset management, enabling organizations to maintain their facilities efficiently and ensure their longevity and safety.

Last Updated on February 23, 2024 by Jeff Neukom

Categories: Asset Management, Product Advice

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