Auditing The Facility 2015

Auditing the Facility
Introduction The audit ultimately produces a database

on the condition of a facility’s buildings,
Four types of forms that can be used to
conduct the building audit are described here.
Capital budget planning begins with compiling identifying the physical adequacy of A complete set of the blank forms ready for
a complete inventory of the facility, including construction, material, and equipment, and photocopying follows.
equipment, that identifies existing assessing the functional adequacy of the 1. Building Data Summary
deficiencies. The Facilities Audit is a vehicle facility to perform its designated purpose. This This form can be used to summarize all
for producing such an inventory; it is a system comprehensive inventory can be used to guide buildings to be covered by the audit.
for thoroughly assessing the existing physical property management decisions and strategic
planning of capital assets, such as determining 2. Facilities Inventory Form
condition and functional performance of
those expenditures necessary to extend the life This form is designed to collect the basic
buildings, grounds, utilities, and equipment.
of a facility. data about a specific building’s
The results of this audit are used to address
characteristics (name, identification
major and minor, urgent and long-term needs The audit procedures and forms included here number, location, area), including land
for corrective action, for short- and long-term are for the purpose of identifying the condition
data. One form is prepared for each
financial planning. The basic principles of buildings and assessing the cost and priority
building to be audited as summarized on
presented here can be applied to any scale of their repair. While this is a comprehensive
the Building Data Summary form.
operation, from a single structure to a facility stand-alone process, it is for the limited
consisting of multiple building complexes in purposes of assessing costs and establishing 3. Standard Inspection Form
dispersed locations. priorities for repairs. It represents only a The standard form for recording observed
The first step is determining the scope of the portion of the requirements of a full facilities deficiencies, it provides a uniform way to
audit. Next, the audit team is selected, and a audit. For further information and guidance on comment on, prioritize, and estimate the
set of forms is designed. A survey team then conducting a full audit, contact the RSMeans cost to correct those deficiencies. The
Engineering staff. Standard Inspection Form is designed to
records field observations on the forms for
make use of cost data from the
individual building components. Finally, the The Rating Forms Maintenance & Repair and Preventive
information from these forms is summarized, The audit approach involves conducting a
prioritized, presented, and used to: Maintenance sections of this publication.
thorough inspection of a facility, then Cost data from publications such as
• compare a building’s condition and employing a systematic process of completing RSMeans Facilities Construction Cost
functional performance to that of other individual forms for each component, Data may be utilized as well.
buildings within a facility following the order in which building
components are assembled. This is a 4. System Checklists
• define regular maintenance requirements
self-evaluation process designed to fit all types For each major building system from
• define capital repair and replacement foundations through site work, there is a
projects in order to eliminate deferred of structures. The audit procedure described is
a “generic” approach that can be used as a checklist to guide the audit and record the
maintenance
starting point; the facilities manager should review process. The checklists are
• develop cost estimates for capital repair and intended as general guides and may not be
replacement projects incorporate the special characteristics of an
organization and its facilities into an totally comprehensive. Be sure to make
• restore functionally obsolete facilities to a any necessary modifications (additions or
usable condition individualized facilities audit.
deletions) required for the specific building
• eliminate conditions that are either Audits are best performed by the in-house being audited. The forms prompt the user
potentially damaging to property or present personnel familiar with the building being on what to check and provide a place to
life safety hazards audited. However, outside consultants may be check off or indicate by “Yes” or “No” the
• identify energy conservation measures required when staff is not available or when presence of deficiencies requiring further
special expertise is required to further examine detailed analysis on the Standard
suspected deficiencies. Inspection Form.
571
Completing the 2. Urgent: Work demanding prompt
attention to alleviate temporary emergency
Other Considerations
Inspection Forms repairs or a condition requiring correction
within one to five days to prevent a
A problem which may have to be settled by
the audit leader is what to do with mixed-use
The standard inspection forms are designed to buildings, those that have recent additions to
subsequent emergency is classified as
be used in conjunction with the system the original construction, or buildings that
urgent.
checklists. A system checklist of typical have, under emergency circumstances, been
3. Routine: A specific completion date can
deficiencies for each building system is forced to house new activities for which they
be requested or required for routine work.
completed as part of the inspection process. were not designed. Such problems will have to
This includes work that has no short range
Then for each building deficiency, a standard be dealt with individually by the audit team.
effect on life safety, security of personnel,
inspection report is generated listing the
or property. Routine work can be planned The data gathered in a facilities audit must be
identifying information as required on the
in detail and incorporated into a trade kept current, gathered consistently, and
form. With the deficiency defined and
backlog for scheduling within twelve regularly updated. An annual cycle of
described, the specific work items required to
months. inspections is recommended. Each
correct the deficiency can be entered,
4. Deferred: Projects that can be deferred organization initiating a comprehensive audit
prioritized, and costed in Part 3 of the form.
into the following year’s work planning are and continuing with annual cycles of
The priority rating is further described below.
classified as deferred. inspections will benefit from organizing data
Priority Ratings Cost Estimates for
in a systematic format. Conducting annual
Priority rating is the inspector’s judgment of audits in a consistent format provides the basis
the priority of an observed deficiency. The Maintenance for monitoring the backlog of deferred
rating provides guidance for facilities managers A major characteristic of the audit described maintenance and preparing effective long-term
who must review overall deficiencies and here is the application of detailed cost plans and budgets for maintenance and repair
develop maintenance schedules and capital estimates. To prepare cost estimates for work operations.
budgets. The following priority rating terms, required to correct deficiencies, detailed The forms are designed for ease of field entry
commonly used in maintenance management, information about the nature and extent of the of data and manual preparation of summaries
are a suggested guideline for priority values. facility’s condition is required at the beginning and reports. The forms can also be created
The scale may be expanded as required to fit of the audit. However, when cost estimates are using basic word processing and spreadsheet
specific needs. incorporated, the audit process generates software or database programming. Although
1. Emergency: This designation indicates highly useful summaries outlining major the self-evaluation process is readily adaptable
work that demands immediate attention maintenance costs and priorities. Including to data processing programs, not every
to repair an essential operating system or cost estimates allows for comparisons to be organization has the capabilities or resources
building component, or because life safety made in order to prioritize repair and available. For those without computer
or property is endangered. A response replacement needs on a project-by-project and capabilities, a manual method of storing and
should occur within two hours of building-by-building basis. updating must be developed and used.
notification.
572
Summarizing the • Major Maintenance: A current or
prospective property owner may want to
Conclusion
Audit Data evaluate major maintenance needs to plan
and estimate the cost of a corrective
The information and forms for conducting an
audit of the facility are included in RSMeans
Information collected on the audit forms is Facilities Maintenance & Repair Cost Data to
program.
compiled and used to determine the condition provide a method for applying the cost data to
• Deferred Maintenance: A backlog of
of the facility’s buildings and what should be routine and major maintenance can be the actual maintenance and repair needs of a
done to maintain and/or improve them. addressed using a survey of conditions to specific facility. The Facility Audit presented
Summaries of a building audit can serve plan and budget a deferred maintenance here is a subset of a more comprehensive audit
several purposes, some of which are listed program. program. The more comprehensive approach
below. • Renovations and/or Additions: Prior to includes assessment of the building’s
• Routine Maintenance Needs: A current developing feasibility studies on alternatives functional performance, as well as additional
property owner may be interested in to renovations and/or additions, a survey of forms and procedures to incorporate the cost of
planning and estimating a program for the existing conditions may be necessary. maintenance and repair into a comprehensive
cost of routine operations and maintenance. • Capital Budgeting and Planning: A multi-year facility management plan.
comprehensive audit of facilities conditions
will incorporate major maintenance
requirements into overall capital needs.
573
BUILDING DATA SUMMARY
575
For customer support on your Facilities Maintenance & Repair Cost Data, call 877.801.5724.
FACILITIES INVENTORY FORM
576
STANDARD INSPECTION FORM
577
A10 FOUNDATIONS INSPECTION CHECKLIST
578
A20 BASEMENT INSPECTION CHECKLIST
579
B10 SUPERSTRUCTURES INSPECTION CHECKLIST
580
B10 SUPERSTRUCTURES INSPECTION CHECKLIST
581
B20 EXTERIOR CLOSURE INSPECTION CHECKLIST
582
B30 ROOFING INSPECTION CHECKLIST
583
B30 ROOFING INSPECTION CHECKLIST
584
C10 PARTITIONS & DOORS INSPECTION CHECKLIST
585
C30 WALLS & FINISHES INSPECTION CHECKLIST
586
C30 FLOORS & FINISHES INSPECTION CHECKLIST
587
C30 CEILINGS & FINISHES INSPECTION CHECKLIST
588
D10 CONVEYING INSPECTION CHECKLIST
589
D20 MECHANICAL/PLUMBING INSPECTION CHECKLIST
590
D30 MECHANICAL/HVAC INSPECTION CHECKLIST
591
D30 MECHANICAL/HVAC INSPECTION CHECKLIST
592
D50 ELEC./SERVICE & DIST. INSPECTION CHECKLIST
593
G20 SITE WORK INSPECTION CHECKLIST
594
H10 SAFETY INSPECTION CHECKLIST
595
H10 SAFETY INSPECTION CHECKLIST
596

Auditing The Facility 2015

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Auditing the Facility

Introduction The audit ultimately produces a database

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