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Facilities Condition Inventory - Workshop Manual (11/16/09)Facilities Condition Inventory Workshop Manual and Computer Program User's Manual Last updated 11/16/2009 P:\Airport\FCI database\FCI Datdbdse\FCIUserManudl.doc Contacts for Assistance: for Technical assistance with the FCI computer program or audit process, contact: Katharine Brewer, Software Engineer Office of Facilities Services Montana State University P.O. Box 172760 Bozeman, MT 59717-2760 406/994-6966 Fax: 406/994-6572 e-mail: kbrewer@montana.edu for Administrative assistance with the FCI computer program or audit process, contact: Victoria Drummond, AICP, Associate Planner Facilities Planning, Design Ft Construction Montana State University P.O. Box 172760 Bozeman, MT 59717-2760 406/994-7914 Fax: 406/994-6572 e-mail: Victoria.drummond@montana.edu or Matthew Hume, Data Research Analyst Facilities Planning, Design 6t Construction Montana State University P.O. Box 172760 Bozeman, MT 59717-2760 406/994-4213 Fax: 406/994-6572 e-mail: matthew.hume@montana.edu Foreword .............. TABLE OF CONTENTS ........................................................................... i FCI WORKSHOP MANUAL Abstract............................................................................................................. A-1 Categorizing and Coding Building Data BuildingType/Age Class..................................................................................... A-3 FundingTypes................................................................................................. A-4 Cost Correction Factors by Building Square Footage ................................................... A-5 BuildingSystems and Components......................................................................... A-6 Cost Summary by Building Category — 2009-2010 Pricing ............................................. A-7 Preparing for an Inspection Sample: FCI Inspection Responsibilities.................................................................A-11 Sample: Facility Inspection Schedule....................................................................A-13 Sample: Notice to Building Supervisor..................................................................A-14 Sample: Notice to FCI Inspection Team Members ..................................................... A-15 FCI Inspection: Needed Materials........................................................................A-16 Conducting an Inspection Typical FCI Inspection Scenario...........................................................................A-17 Building Review Session Agenda...........................................................................A-18 Deficiency Category System...............................................................................A-19 Sample: Facilities Condition Inventory Audit Form Cover Page.....................................A-20 Sample: FCI Audit Form (Paper Saver) Option 1........................................................A-21 Sample: FCI Audit Form (11 pages) Option 2............................................................A-22 COMPUTER PROGRAM USER'S MANUAL GeneralNotes...................................................................................................... B-1 Entering Inspection Data........................................................................................ B-1 MainMenu and Related Entry Forms....................................................................... B-2 Site Entry/Edit Form......................................................................................... B-3 Building Entry/Edit Form.................................................................................... B-4 Audit Entry/Edit Form....................................................................................... B-6 BuildingReports................................................................................................... B-8 Report Menu and its Sub-Menus............................................................................ B-8 Deficiency Detail Report Menu and Related Selection Forms ......................................... B-9 Summary Reports Menu and Related Selection Forms ................................................. B-14 Database Reports Menu.....................................................................................B-18 Basic Database Reports Menu.............................................................................. B-20 FCI Audit Form Menu.........................................................................................B-20 FCIExport..................................................................................................... B-21 rFOREWORD In the past, the emphasis of state capital funding was on the expansion of the state's physical plant, with minimal concern for existing buildings and infrastructure. The state is now faced with a crumbling physical plant. Concern about the condition of our facilities continues to grow as demonstrated by facility condition audits that are regularly performed. Periodic evaluation of the conditions of the state's facilities is an essential function for effectively managing facilities maintenance operations. A property conducted building evaluation, or audit, can serve to familiarize governing boards, administrators, building managers and maintenance personnel of the condition of their facilities and where deficiencies exist. Often, people responsible for making budget or resource allocation decisions know that buildings, and the systems contained therein, are deficient, but they know few details about those deficiencies. An accurate building evaluation will provide clear, concise information to assist administrators and managers in their long-range planning and budgeting activities. In many cases, this evaluation will also provide the facilities and maintenance groups with data to help them prioritize building renewal and deferred maintenance projects and assist in the effective day-to-day management of maintenance resources. The inspection team will record audit results in such a way that they provide a clear "snapshot" of a building's condition on the day that the team conducts an audit. The FCI process yields not only an inventory of building deficiencies due to deferred maintenance, but it also provides a deficiency ratio —a comparison of the cost of the deferred maintenance to the replacement value of the building. This is also sometimes helpful in justifying demolition or replacement of a building for which deferred maintenance costs are so high that replacing the building might be more cost effective. Though not the main purpose of the program, the Facilities Condition Inventory process can be used to inventory building systems related to compliance with accessibility and fire laws. Items such as these are usually not considered building deficiencies if the building met the construction codes and laws in effect when a building was constructed. However, keeping an inventory of such items can help administrators better understand the potential liability of buildings that do not fully meet current specialty codes. The first step in looking at the State of Montana's physical assets as a whole was to develop and implement a facilities condition audit program that all state agencies can use. This Facilities Condition Inventory (FCI) Program is based on the Model for Facilities Audits developed by the Association of Higher Education Facilities Officers (APPA) and is designed to provide facilities managers with a tool for evaluating and communicating data about their physical assets.' To insure consistency, this program is based on a sound philosophy described by Harvey H. Kaiser in The Facilities Audit: A Process for Improving Facilities Conditions.' The program also uses a comparative cost database built upon numbers from a nationally recognized cost estimating system (R.S. Means). Having agencies use the same evaluation system and estimated costs allows state offices to compile and compare data, thereby making it easier for them to review and manage maintenance functions, both within agencies and statewide. Montana State University and its affiliate campuses have been using this FCI process since 1992 to track the condition of their facilities. Several other state agencies have been using this program as well. The purpose of releasing the FCI desktop computer application is to provide all state agencies the software tools and capacity to establish and maintain their own FCI programs. 'Kaiser, Harvey H. "The Facilities Audit: A Process for Improving Facilities Conditions." APPA:Alexandria, Virginia, 1993. i I ABSTRACT I. The Facilities Condition Inventory (FCI) A. What is an FCI? • The periodic evaluation of the condition of an institution's physical assets. • MSU-Bozeman cycles every 3 years at a rate of one building per month: a 3-year cycle might be acceptable for an institution with 25+ major facilities (one building per month basis); white a 2-year cycle might be appropriate for an institution with 6-24 buildings. B. Why perform the FCI? • Inform a proactive maintenance management program. • Provide data and information to those making budget/resource allocation decisions. • Educate governing agencies. • Provide a common groundwork for evaluation by the legislature and other state entities. C. The FCI is a Dual Purpose Tool 1. Budget Tool • Solicit additional maintenance funding. • Demonstrate and forecast Long -Term Resource needs. • Recognize and quantify the value of facilities as an institutional asset. • Identify/prioritize areas of greatest need. • Record/illustrate Net Asset Value improvement. 2. Operational Toot • Identify/prioritize/schedule maintenance projects. • Facilitate efficient use of resources. • Record/illustrate improvement at plant level. • Detect and reduce excessive or inefficient maintenance. it. Goals of the Facilities Condition Inventory A. To systematically and routinely identify existing deficiencies in the State of Montana's physical assets. B. To identify appropriate corrective action that would maintain the State of Montana's physical assets at a desired level of condition. C. To maintain the Facilities Condition Inventory records by inspecting all state buildings on a periodic scheduled basis. D. To involve people from many different disciplines on the audit team in order to maximize the expertise available and benefit from their interaction during the walkthrough, and minimize time required when inspecting an institution's buildings. III. FCI Report Utilization (See Sample Reports to identify which reports will help with the following activities.) A. Resource budgeting, planning and execution B. Maintenance backlog management C. Facility planning D. Workload management E. Work Order generation F. Project need prioritization G. Long Range Planning/Master Planning A-1 FCI Workshop Manual IV. Getting Started A. The FCI Inspection Team 1. The FCI Inspection Team Members* Example: MSU-Bozeman: • Campus Maintenance Manager • Mechanical/Electrical Engineer • Architect • Planner • Carpenter • Plumber • Electrician • Planner • Heat Maintenance Manager • Refrigeration • Custodial Manager • Building Supervisor • Information Technology Manager • CADD Technician Example: MSU-Billings: • Associate Planner — MSU-Bozeman • Facilities Engineer — MSU-Bozeman • Facilities Director — MSU-Billings • Tradesmen — MSU-Billings 2. Consult staff members with applicable expertise • Building Supervisor • ADA Advisor • Custodial Supervisor 3. Team Approach • To take advantage of team synergies and maintain consistent coverage, disciplines conduct inspections as a team (together as a group at all times). "Note: Giving team members the authority during the walkthrough to generate work orders to correct minor deficiencies can be another way to benefit from the FCI process. It can provide opportunities to catch and repair, during their early stages, some deficiencies that might otherwise go unreported. Such minor, work -order -level deficiencies can then be considered resolved and are not entered into the FCI. A-2 BUILDING TYPE/AGE CLASS based on building use and construction date The categories listed below, which are based on the type and age of buildings, are factors that affect the cost per square foot of buildings. Refer to page A-7 for the tabulated cost per square foot by building systems. The costs are summarized for each building type/age class shown below. Costs per square foot are generally, but not always, higher for newer buildings. (For example, buildings constructed in the 1970's frequently have high mechanical and electrical costs.) These factors and the subsequent component square foot costs will be provided and updated by Montana State University. This allows for consistency of scale between agencies. Note: These values will be calculated by the software based on the building data that the user enters. Building Type/Age Class Codes (based on building use and construction date) Construction Date Building Use (3 - 32) A - Pre 1950's B-1950-70's C-1980's+ General Classroom/Office - 3 3A 3B 3C Teaching/Research Labs - 4 4A 4B 4C Athletic Facilities - 5 5A 5B 5C Vocational Shops - 6 6A 6B 6C Central Heating Facilities - 7 7A 7B 7C Warehouse/Storage Facilities - 8 8A 8B 8C Food Services - 9 9A 9B 9C Residence Halls - 10 10A 10B 10C Apartment, 1-3 Story - 11 11A 11B 11C Utility Tunnel Structures - 12 12A 12B 12C Sports Stadiums' - 13 13A 13A 13C Museums' - 14 14A 14B 14C Prisons - 15 15A 15B 15C Parking Facilities - 16 16A 16B 16C Elementary School - 17 17A 17B 17C Junior High School - 18 18A 18B 18C High School - 19 19A 19B 19C Vocational School - 20 20A 20B 20c College, Student Union - 21 21 A 21 B 21 C Auditorium - 22 22A 22B 22C Community Center - 23 23A 23B 23C Day Care Center - 24 24A 24B 24C Courthouse- 25 25A 25B 25C Fire Station - 26 26A 26B 26C Hospital - 27 27A 27B 27C Library - 18 28A 28B 28C Police Station - 29 29A 29B 29C Town Hall - 30 30A 30B 30C House, Single Family - 31 31A 31B 31C A-3 Categorizing and Coding Building Data Building Type/Age Class Codes (based on building use and construction date) Construction Date Buildine Use (3 - 32) A - Pre 1950's B-1950-70's C-1980's+ Apartment, 4-7 Story - 32 32A 32B 32C Category is not priced. Pricing may be developed in the future. PRICE CHANGES Note: Repricing is performed every two years to update for inflation, etc., a schedule that allows for maximum accuracy in formulating the Long Range Building Program. Pricing updates will be provided by the Montana State University -Bozeman Planning Department. FUNDING TYPES Following are the various funding types as they appear within the University System. It is possible for an entity to have different or additional funding sources. State — Operations and Maintenance (0 Ft M) is funded by the State. Auxiliary — Operations and Maintenance (0 Ft M) is funded by the consumer. Non -State — Operations and Maintenance (0 Et M) is funded by another entity, such as non-profit organizations or individuals that provide donations. Federal — Operations and Maintenance (0 & M) is funded by a federal government program. Other — all other (and unanticipated) funding sources. A-4 COST CORRECTION FACTORS by building square footage These cost factors are used to adjust the cost per square foot, an element used in calculating renewal costs for buildings. Buildings that are 50,000 square feet and smaller have higher renewal costs and corresponding factors greater than 1. Buildings that are larger than 50,000 square feet have factors less than 1 because they have relatively lower renewal costs. In short, larger buildings achieve an economy of scale that generally results in a lesser construction cost per square foot than for smaller buildings. These factors are also based on nationally recognized standards, as mentioned in the Foreword. Note: These values will be selected and applied by the software based on the building data that the user enters. Building Size (SF) Factor Buildine Size (SF) Factor Up to 10,000 1.44 50,001 - 75,000 0.98 10,001 20,000 1.21 75,001 - 100,000 0.96 20,001 30,000 1.16 100,001 - 150,000 0.94 30,001 40,000 1.08 150,001 - 200,000 0.93 40,001 - 50,000 1.04 Over200,000 0.93 A-5 Categorizing and Coding Building Data BUILDING SYSTEMS AND COMPONENTS For FCI purposes, the inspection team assesses a building by determining and documenting deficiencies that exist in each system and component listed below that occurs in the building. System Component Code and Definition System 1 — Foundation 1A Footings/Foundation Walls 1 B Exterior Steps/Retaining Walls System 2 — Envelope 2A Exterior Walls 2B Exterior Windows 2C Exterior Doors/Hatches 2D Interior Columns/Beams System 3 — Floor System 3A Structure 3B Stair Treads/Risers System 4 — Roof System 4A Structure 4B Covering 4C Insulation System 5 — Finishes 5A Interior Wall Systems 5B Ceilings 5C Interior Doors/Hardware/Windows 5D Floor Finishes 5E Wall Finishes System 6 — Specialties 6A Toilet Partitions 6B Signage/Directories 6C Fixed Seating/Risers 6D Chalk/Tackboards/Cabinets 6E Fume Hoods 6F Lockers 6G Cells and Visitor Cubicles 6H Ansul Hoods 61 Swimming Pool System 7 — H Et V System 7A Heating 7B Ventilating 7C Cooling System 8 — Plumbing System 8A Fixtures 8B Supply Piping 8C Waste Piping System 9 — Electrical System 9A Building Service 9B Lighting 9C Distribution 9D Voice/Data System 10 — Conveying 10A Elevator/Lift System 11 — Safety Systems 11A Egress 11B Extinguishing System 11C Exit Signs/Emergency Lighting/Alarms 11D Asbestos/Hazardous Materials 11 E Handicap Accessibility FCI Workshop Manua( A-6 COST SUMMARY BY BUILDING TYPE/AGE CLASS, EXAMPLE - 2009-2010 PRICING See page A-3 for a listing and definitions of building types and age class. Note: Repricing is performed every two years to update for inflation, etc., a schedule that allows for maximum accuracy in formulating the Long Range Building Program. Pricing updates will be provided by the Montana State University -Bozeman Planning Department. General Classroom/Office 3 Cost/SF System Number System Name 3A Pre 1950's 3B 1950-70's 3C 1980's + 1 Foundations 5.70 4.84 4.84 2 Envelo a 20.61 20.53 20.53 3 Floor System 26.93 26.93 26.93 4 Roof System 7.51 7.07 7.07 5 Finishes 48.61 44.89 44.89 6 Specialties 11.14 11.74 11.87 7 HVAC System 21.70 31.58 31.58 8 Plumb!nQ System 23.42 26.75 27.07 9 Electrical System 31.25 34.12 36.98 10 Conveying 6.18 5.62 5.62 11 Safe System 14.43 14.43 14.14 Building Class Total Cost/SF 217.48 228.501 231.52 Teach in/Research Labs 4 CosVSF System Number System Name 4A Pre 1950's 4B 1950-70's 4C 1980's + 1 Foundations 18.02 17.16 17.16 2 Envelope 25.07 24.51 24.51 3 Floor System 19.02 19.02 19.02 4 Roof System 12.24 11.38 11.38 5 Finishes 55.55 50.69 50.69 6 Specialties 14.29 17.39 18.15 7 HVAC System 17.84 35.05 35.05 8 Plumbing System 25.09 28.74 29.10 9 Electrical System 20.24 22.33 24.41 10 Conveying 6.18 5.62 5.62 11 Safety S stem 12.05 12.05 11.76 Building Class Total Cost/SF 225.59 243.94 246.85 Athletic Facilities 5 Cost/SF System Number System Name 5A Pre 1950's 5B 1950-70's 5C 1980's + 1 Foundations 9.35 8.44 8.44 2 Envelope 47.02 44.54 44.54 3 Floor System 14.80 14.60 14.80 4 Roof System 16.91 16.09 16.09 5 Finishes 42.13 38.57 38.57 6 Specialties 50.37 51.11 51.14 7 HVAC System 12.34 17.95 17.95 8 Plumbing System 12.77 15.35 15.85 9 Electricals stem 13.55 15.03 16.50 10 Conveying 6.18 5.62 5.62 11 Safety System 14.45 14.45 14.16 Building Class Total Cost/SF 239.87 241.95 243.66 A-7 Categorizing and Coding Building Data Vocational Shops 6 CosVSF System Number System Name 6A Pre 1950's 6B 1950-70's 6C 1980's + 1 Foundations 12.90 12.04 12.04 2 Envelope 25.58 24.59 24.59 3 Floor System 19.23 19.23 19.23 4 Roof System 14.31 13.36 13.30 5 Finishes 11.13 10.17 10.17 6 Specialties 3.66 3.74 3.76 7 HVACSystem 11.54 15.44 15.44 8 Plumbing System 7,60 6.60 8.67 9 Electrical System 11.48 12.81 14.13 10 Conveying 25.61 23.28 23.28 11 Safety System 18.07 18.07 1 17.78 Building Class Total Cost/SF 161.11 161.27 162.39 Central Heating Facilities 7 Cost/SF System Number System Name 7A Pre 1950's 7B 1950-70's 7C 1980's + 1 Foundations 9.26 8.33 8.33 2 Envelope 32.21 30.51 30.51 3 Floor System 28.21 28.21 28.21 4 Roof System 13.36 12.50 12.50 5 Finishes 7.23 6.61 6.61 6 Specialties 1.49 1.51 1.52 7 HVACSystem 2.44 6.10 6.10 8 Plumbing System 4.16 4.71 4.75 9 Electrical System 9.31 10.37 11.42 10 Conve ing 4.90 4.45 4.45 11 Safety System 16.80 16.80 16.51 Building Class Total Cost/SF 129.37 130.10 130.91 Warehouse/Storage 8 CosVSF System Number System Name 8A Pre 1950's 8B 1950-70's 8C 1980's + 1 Foundations 8.62 7.76 7.76 2 Envelope 24.72 23.11 23.11 3 Floor System 26.26 26.26 26.26 4 Roof System 13.36 12.50 12.50 5 Finishes 6.73 6.14 6.14 6 Specialties 1.56 1.56 1.59 7 HVACSystem 2.84 5.68 5.68 8 Plumbing System 3.88 4.39 4.43 9 Electrical System 8.67 9.65 10.64 10 Conveying 4.56 4.15 4.15 11 SafetV System 15.66 15.66 15.37 Building Class Total Cost/SF 116.86 116.881 117.63 FCI Workshop Manual A-8 Food Services 9 Cost1SF System Number System Name 9A Pre 1950's 9B 1950-70's 9C 1980's + 1 Foundations 15.89 15.03 15.03 2 Envelope 41.33 42.13 42.13 3 Floor System 11.07 11.07 11.07 4 Roof System 19.80 18.32 18.32 5 Finishes 42.41 38.65 38.85 6 Specialties 24.42 24.92 25.05 7 HVAC S stem 31.17 58.00 58.00 8 Plumbing System 15.88 19.16 19.81 9 Electrical System 20.06 21.64 23.23 10 Conveying 0.00 0.00 0.00 11 Safety System 22.13 22.13 21.84 -BuildingClass Total CosVSF 244.16 271.25 273.33 Residence Halls 10 Cost/SF System Number System Name 10A Pre 1950's 10B 1950-70's 10C 1980's + 1 Foundations 5.53 4.67 4.67 2 Envelope 20.28 20.23 20.23 3 Floor System 54.02 54.02 54.02 4 Roof System 3.19 3.06 3.06 5 Finishes 58.83 54.47 54.47 6 Specialties 6.53 9.03 9.16 7 HVAC System 15.74 19.64 19.64 8 Plumbing System 14.66 16.72 16.91 9 Electrical System 21.71 24.16 26.60 10 Conveying 21.05 19.14 19.14 11 Safety System 14.30 14.30 14.01 Building Class Total CosUSF 237.84 239.44 241.91 Private Single Family and Multiple -Unit Residences 11 Cost/SF System Number System Name 11 A Pre 1950's 11 B 1950-70's 11 C 1980's + 1 Foundations 6.10 7.24 7.24 2 Envelope 28.97 26.75 28.75 3 Floor System 34.66 34.66 34.66 4 Roof S stem 5.35 5.03 5.03 5 Finishes 42.44 39.56 39.56 6 Specialties 6.05 6.05 6.05 7 HVAC System 20.49 27.06 27.06 8 Plumbing System 22.32 25.84 26.29 9 Electrical System 15.04 16.36 17.67 10 Conveying 8.97 8.15 8.15 11 Safe System 11.88 1 i.88 11.59 Building Class Total CosUSF 204.27 210.581 212.05 A-9 Categorizing and Coding Building Data .Utility Tunnel Structures 12 Cost/SF System Number System Name 12A Pre 1950's 12B 1950-70's 12C 1980's + 1 Foundations 8.48 7.62 T69 2 Envelope 33.63 30.79 31.19 3 Floor System 6.63 6.63 6.72 4 Roof System 9.80 9.29 9.37 5 Finishes 1.66 1.53 1.56 6 Specialties 0.66 0.66 0.69 7 HVAC System 0.07 0.25 0.26 8 Plumbing System 1.75 1.92 1.96 9 Electrical System 5.05 5.05 5.54 10 Conveying 0.00 0.00 0.00 11 Safety System 3.74 3.74 3.51 Building Class Total Cost/SF 71.47 67.48 68.49 Prison/Jail Facilities 15 CosUSF System Number System Name 15A Pre 1950's 15B 1950-70's 15C 1980's + 1 Foundations 4.73 3.87 3.87 2 Envelope 49.62 50.75 50.75 3 Floor System 43.51 43.51 43.51 4 Roof System 7.13 6.81 6.81 5 Finishes 19.68 18.04 18.04 6 Specialties 75.17 94.73 99.62 7 HVAC System 12.36 24.72 24.72 8 Plumbing System 52.69 60.59 61.46 9 Electrical System 14.95 16.54 18.13 10 Conveying 7.67 6.97 6.97 11 Safe System 14.27 14.27 13.98 Building Class Total Cost/SF 301.78 340.80 347.86 Parking Facilities 16 Cost/SF System Number System Name 16A Pre 1950's 16B 1950-70's 16C 1980's + 1 Foundations 6.57 5.71 5.71 2 Envelope 34.75 31.32 31.32 3 Floor System 10.36 10.36 10.36 4 Roof System 0.24 0.22 0.22 5 Finishes 2.60 2.38 2.38 6 Specialties 1.47 1.47 1.47 7 HVAC System 2.15 2.41 2.41 8 Plumbing System 4.36 4.87 5.37 9 Electrical System 4.33 3.94 3.94 10 Conveying 6.57 6.57 6.28 11 Safety System 6.57 5.71 5.71 Building Class Total Cost/SF 73.42 69.25 69.46 FCI Workshop Manual A-10 SAMPLE Inspection Responsibilities FCI INSPECTION RESPONSIBILITIES Pre -Inspection Logistics ❑ 1. Research Data Analyst schedules, notifies, and coordinates the FCI inspections. Inspections of academic buildings are on the 2°" Wednesday of the month; and auxiliary buildings are the 4"' Wednesday (auxiliaries usually coordinates their FCI inspections). ❑ 2. Inspection team consists of: (may vary) • Manager Campus Maintenance • Architect • Plumber Foreman • Custodial Supervisor • M/E Engineer • Carpenter Foreman • Electrician Foreman • HVAC&R Foreman • Planner • ITC — Data Technician • CAD Technician ❑ 3. The Research Data Analyst schedules the meeting location for the Building Review Session and Exit Session. Most often, academic FCI's meet in Facilities Conference Room, and Auxiliary FCI's meet in Miller Dining Hall. If the location is different, it will be provided in the informational email. ❑ 4. The Research Data Analyst sends notice of the FCI to the Building Supervisor one week prior to the scheduled inspections. Comments received from the Building Supervisor will be presented at the Building review Session. Other responsibilities may include: a. Verify all building occupants have been notified. b. Reiterate that the FCI is to document maintenance needs vs. adaptive renovation needs. c. Invite Building Supervisor or designee to Building Inspection Session (suggest 9:30 a.m. arrival), and encourage written comments. d. Be sure to coordinate special access requirements. Discuss and document problems that might be caused by the inspection itself. • possible contamination of inspection team members from laboratories, storage, or mechanical areas • possible experiment contamination by inspection team members • light/noise interruptions in classrooms, laboratories, or meeting rooms ❑ 5. The Research Data Analyst compiles the following background data: • Building -specific FCI Audit Forms (fill in date) • 8r/2 x I I" building plans (floor plans and roof plans) for each team member • Previous FCI data (Deficiency Detail by Building — Deficiency Category 1-6 and Deficiency Category 7) • Recent Work Orders, Requested/Completed (i.e., during the preceding 3 years, or I FCI cycle) • Space Management Study, if applicable • Custodial Report A-11 Preparing for an Inspection ❑ 6. Two days prior to the inspections, the Research Data Analyst verifies with the Building Supervisor the following: a. Date and schedule for Inspection b. All building occupants notified c. Building Review and Exit Session location d. Special access requirements noted in Item 5e above Inspection ❑ 1. The Research Data Analyst provides copies of the background data for each team member. ❑ 2. The Team Leader leads the discussion throughout the Building review Session and insures a team member has appropriate keys: Master/Mechanical/Custodial/Roof Hatch. ❑ 3. The team goes to the building site and inspects the building. Individual team members point out observed issues and makes note of the deficiencies. Post -Inspection ❑ 1. The Team Leader leads the Exit Session. • Review each Building System and Component. Complete the Audit Rating Forms identifying new deficiency items. Review and modify (if appropriate) items on the previous deficiency report. Each deficiency discovered during the inspection shall be briefly described — beginning with an action verb such as "repair" "replace" or "investigate" followed by the deficiency and location. All updated forms are provided to the data Information Specialist (who is also present taking notes). • Review any building construction discrepancies and ensure the CAD Technician has information to update plans to actual conditions. ❑ 3. The Research Data Analyst enters the inspection data into the FCI database, prints a copy to verify all changes are correct, files a hard copy with the FCI Cycle files, and forwards a copy to the Building Supervisor. FC1 Workshop Manual A-12 SAMPLE Facility Inspection Schedule FACILITY INSPECTION SCHEDULE CYCLE 6: Team Month............................................................... Building ......... ................................... ............................. Leader October11, 2006.............................................. Herrick..........................................................................O'Toole November8, 2006............................................ H & PE.......................................................................... Raffensperger December13, 2006.......................................... Reid............................................................................... Banziger January10, 2007.............................................. AJMJ............................................................................. Davis February14. 2007............................................ EPS.................................. .............................................. O'Toole March14, 2607................................................ Gaines .................................................................... ........ Raffensperger April11, 2007.................................................. Roberts Hall ..................................... .............................. Drummond May9, 2007...................................................... Cheever Hall .................................................................. Davis June 13, 2007................................................... Cobleigh Hall................................................................O'Toole July 11, 2007.................................................... Visual Comm. Building .................... ............................. Raffensperger August8, 2007................................................. Traphagen Hall.............................................................. Drummond September 12, 2007.......................................... Leon Johnson Hall ......................................................... Davis October10. 2007.............................................. Marsh Lab.....................................................................O'Toole November 14, 2007.......................................... Sherrick Hall ...... ............................................................ Raffensperger December 12, 2007.......................................... Montana Hall ................................................................. Drummond January9, 2008................................................ Linfield Hall.................................................................. Davis February13, 2008............................................ Cooley Lab....................................................................O'Toole March12, 2008................................................ Romney Gym ................................................................. Raffensperger April 9, 2008.................................................... Huffman Building ................. ......................................... Drummond May14, 2008.................................................... Hamilton Hall................................................................ Davis Junel 1, 2008................................................... Wilson Hall...................................................................O'Toole July 9, 2008...................................................... Animal Resource Center ................................................ Raffensperger August13, 2008............................................... Free Month.................................................................... Drummond September 10, 2008.......................................... Plew Physical Plant ....................................................... Davis October8, 2008................................................ Howard Hall..................................................................O'Toole November 12, 2008.......................................... Renne Library ................................................................ Drummond December 10, 2008.......................................... Museum of the Rockies ................................................. Raffensperger January14, 2009.............................................. Wool Lab ........... ............. ............................................... Davis February11, 2009............................................ Lewis Hall.....................................................................O'Toole March11, 2009................................................ Haynes Hall...................................................................Raffensperger April 8, 2009.................................................... McCall Hall ...................................................................Drummond May13, 2009.................................................... Taylor Hall....................................................................Davis June 10, 2009................................................... Culbertson Hall ................................... ........................... O'Toole July 8, 2009...................................................... Plant Growth Center ...................................................... Raffensperger August 12, 2009............................................... Ag Bioscience Complex ...............................................Drummond September9, 2009............................................ Heating Plant ...................................................... ........... Davis cc: Dennis Raffensperger Victoria Drummond Jeff Davis Loras O'Toole Bob Lashaway A-13 Preparing for an Inspection m SAMPLE Notice to Building Supervisor Memo TO: Building Supervisor Hall FROM: Data Information Specialist For (Team Leader's Name) RE: FACILITIES CONDITION INVENTORY (FCI) (Building Name) An inspection team from Facilities Services will be conducting a Facilities Condition Inventory (FCI) in (Name of Buildine) on (Date of Inspection) from approximately 9:30 a.m. to 12:00 noon. The FCI provides a periodic evaluation of the condition of the institutions=s physical assets and the data are used by those making facilities budget/resource allocation decisions and maintenance management. The FCI Inspection Team consists of approximately eight people, with backgrounds in pertinent disciplines, who will inspect all areas of the building. As Building Supervisor you are the communication liaison between Facilities Services and the faculty, staff, and students that use (Name of Building). Therefore, please notify all building occupants of the FCI and collect their comments regarding the physical condition of the building. You are invited to participate in the FCI by accompanying the Team during the inspection or simply by providing the collected comments. Your assistance is essential and your cooperation is greatly appreciated. Please call if you have any questions and thank you. cc: Victoria Drummond FCI Workshop Manual A-14 SAMPLE Notice to FCI Inspection Team Members MEMORANDUM DATE: December 22, 2010 TO: Robert Lashaway Jeff Butler Walt Banziger Victoria Drummond Loras O'Toole Robert Schlenker Gary Gramer Kent Porter Mark Cusack Darrell Freeland Randy Bolin Tom Nowak Lloyd Hansen Bill Sullivan Scott Richardson Cindy Tirrell — ITC Dennis Raffensperger FROM: (Name of Team Leader) Team Leader RE: (Name of Building) Facilities Condition Inventory (FCI) The team will meet at 8:30 A.M., on (Date of Inspection) in the Facilities Conference Room to begin the next FCI. Exit session will directly follow the onsite inspection of the (Name of Building). Your input and assistance is greatly appreciated. Please notify Matthew Hume(x4213) if you are unable to attend. Thank you. A•15 Preparing for an Inspection FCI INSPECTION Needed Materials • Building Plans and Roof Plans Team members can use the 8-112 x 11" building and roof plans to note places where the drawings do not accurately reflect existing conditions. Examples include plans that have not been updated to show the results of remodeling or the case where a building's room numbers do not match the plans' numbers. Team members also use the plans to navigate the buildings, making sure that they inspect the entire building. • Deficiency Detail by Building (if it exists) This report, which was formerly titled Facility Condition Inventory: Buildings by System, related only to the building to be inspected, lists deferred maintenance items from previous FCI inspections if the building has been inspected in a previous FCl cycle. Items are grouped by system and sorted by system components. Renewal costs are provided for each item and subtotoled for each system. • Work Order History This report lists work orders, grouped by fixture, that have been completed by the Facilities Services' staff in the building scheduled for inspection. This report is gathered from the maintenance department, not from the FCI software. The team reviews the work orders to identify recurring problems or building -wide failures of a certain component. For example, having more work orders for leaking faucets than what can be explained by normal wear -and -tear might lead the team to pay special attention to faucets during the inspection. The team might then decide that the building's faucets have exceeded their practical lives and that replacing them would be more appropriate than continuing to repair them. • Custodial Report The Custodial Report lists problems reported by custodians. Most of the problems are related to minor repairs, such as malfunctioning plumbing and light fixtures and broken windows. Like the Work Order History, the Custodial Report can reveal chronic problems, such as light fixtures that cause bulbs to burn out prematurely. • Projects Database List This list helps the team conduct more efficient inspections. Reviewing the work that has been done since the previous FCI inspection makes it easier to know what items can be deleted from the list of deficiencies. For example, a remodeling project that includes replacing all exterior windows makes it less likely that there will be FCI items in that component. • FCI Audit Form The FCI application has a FCI Audit Form (see page A-21) which can be used to track new deficiency details that are found during the audit. The rating form is later used for reference when adding new deficiencies into the FCi application. • Other Compile all additional information that is pertinent to the facility's physical condition. FCI Workshop Manual A-16 TYPICAL FCI INSPECTION SCENARIO (for a facility's initial FCI)* 8:30 a.m. - 9:15 a.m. Building Review Session: Inspection Team meets in the OFS Conference Room to review background data and specific aspects of the building being inspected. 9:15 a.m. - 10:00 a.m. Inspection Session 1: Inspection Team accompanied by Building Supervisor and Custodial Supervisor begins inspection of each building system. 10:15 a.m. - 12:00 p.m. Inspection Session 2: Inspection continued and completed. Follow-up items verified. 12:00 p.m. - 1:30 p.m. Lunch Break 1:30 p.m. - 2:30 p.m. Exit Session: Coordination/justification of system rating form information. The agenda should be flexible enough to let the team devote more or less time to the process as needed. The age, condition, and size of the building will likely affect how much time the team spends, not only on inspecting the building, but also on conducting the Building Review Session. * For subsequent FCIs, activities will remain the same, but they should take less time. A-17 Conducting an Inspection BUILDING REVIEW SESSION AGENDA See FCI Inspection: Needed Materials (page A-16) for an explanation of how and why the team reviews the items listed in the agenda: • Distribute Building and Roof Plans • Read FCI Report from previous (and most recent) audit* • Circulate Work Order History* • Circulate Custodial Report* • Read pertinent LRBP List items* • Read Projects Database List items* • Share personal knowledge about the subject building's condition** *when available **Ask each team member to share with the others assembled for the Building Review Session what they personally know about the subject building. For example, the plumbing and custodial supervisors should offer their perspectives about the condition of the building's plumbing fixtures and the work control supervisor should explain that previously noted roof system deficiencies were remedied when the building's roof was replaced. FCI Workshop Manual A-18 DEFICIENCY CATEGORY SYSTEM Category Definition 1 SAFETY — Situations or conditions that pose an immediate danger to life, limb or property, if the deficiency is not corrected. 2 DAMAGEIWEAR OUT — Potential for serious damage to the building or the building components if the deficiency is not corrected. 3 CODES/STANDARDS — Building codes and/or institutional construction standards were not met during construction or renovation. Condition may or may not represent an urgent situation if deficiency is not corrected. This category does not include grandfathered deficiencies due to changes in subsequent codes. 4 ENVIRONMENTAL IMPROVEMENTS — Correctable deficiencies that will improve system operations and increase the comfort level of the building occupants. 5 ENERGY CONSERVATION — Amelioration or upgrading of the operating systems in order to reduce energy consumption in the building. 6 AESTHETICS — Renovation/maintenance designed to improve the appearance of the building. 7 BUILDING ENHANCEMENTS — Renovation/Adaptive, Life Safety/Code upgrades, i.e., ADA. These items are not calculated as part of the building's total deferred maintenance, but deficiency category 7 is frequently used to note other building needs. Note: When categorizing observed deficiencies, note only deficiencies that exist at the time of the inspection. Do not record incidental deficiencies that will occur as a result of repairs. For example, if a water pipe is on the verge of bursting and poses a safety risk, record only the deficiency of the pipe itself. Do not record deficiencies related to repairs that a wall will need if workers cut a hole to access the deficient pipe. A-19 Conducting an Inspection SAMPLE Facilities Condition Inventory Audit Form Cover Page FACILITIES CONDITION INVENTORY AUDIT FORM CAMPUS Montana State University — Bozeman DATE OF INSPECTION : December 22, 2010 BUILDING NAME Leon Johnson Hall BUILDING TYPE/AGE CLASS 413 INSPECTION TEAM Victoria Drummond (planner) Loras O'Toole (engineer) Jeff Butler (Facilities Services director) Darrell Freeland (plumber foreman) Tom Nowak (electrician foreman) Kent Porter (carpenter foreman) Lloyd Hansen (refrigeration foreman) Gary Gramer (CAD Technician) Dennis Raffensperger (architect) Scott Richardson (custodial supervisor) Cindy Tirrell (Information Technology Center representative) Mark Cusack (heating maintenance supervisor) Jon Wraith (building supervisor) FCI DEFICIENCY CATEGORIES I. SAFETY 2. DAMAGE/WEAR OUT 3. CODES/STANDARDS 4. ENVIRONMENTAL IMPROVEMENTS 5. ENERGY CONSERVATION 6. AESTHETICS 7. BUILDING ENHANCEMENTS FCI Workshop Manual A-20 SAMPLE FCI Audit Form (Paper Saver) Option 1 OBuilding Name: Reid Hall Audit Date: OBid Type/ Age Class: General Classroom/Office (3B) Building Number: 1 Foundations A Footings/Foundation Walls B Exterior Steps7Retaming W ® 2 Envelope A Exterior Walls B Exterior Wind=. C Exterior DoorslHatches D Interior Columns/Seam: 3 Floor System A Floor Structure 8 Stair TreadslRisers 0 Roof System A Structure 8 Covering C Insulation 5 Finishes A Interior Wall Sy. B Ceilings C interior Doorsill D Floor Finishes E Wall Finishes 6 Specialties A Toilet Partitions B SignagetDlrecfa C Fixed Sealing/P D ChalklTackboar 7 HVAC System I A Heating S Plumbing System i A Fixtures 9 Electrical System A Building Service B Lighting C Distribution D vd,,.Oam 10 Conveying A Elevator/Ldt 11 Safety System A Egress B Extinguishing System C Ex117Emergency Lighting/Alan D AsbeslosfHazaroous Material E ADA Accessibility Percent ofIt E System) Component !:Def. Cat. (1-7)1 Deficiency Explanation 7 A 2 I % Replace all zone pumps and balance. F-------- --F' ----------- FCI AUDIT FORM LEGEND -_-._.-} Recorded during "Preparing for an Inspection" phase 0 Building Name from Facilities Inventory - The building name is automatically generated from the FCI database. See "FCI Audit Form" on page B-20 for directions on selecting buildings. i zQ Building Type/Age Class (from Building Type/Age Class Categories listed on page A-3) - The building F• ••• •••s•• • • ••• •• type/age class is automatically generated from the FCI database. OO Building Number from Facilities Inventory - The building number is automatically generated from the FCI database. ® Building Systems and components being evaluated (from Building Systems and Components listed on page A-6) NOTE: Per item 5 of the "FCI Inspection Responsibilities" (page A-11), the team captain should ensure that, when the team receives the form, items 1 through 4 are complete and accurate for the building being inspected. Recorded during "Conducting an Inspection" phase Os The team identifies the System number being evaluated from the list in point 4. © The team identifies where a deficiency exists, using items defined in 4 above. © The team assigns a deficiency category to each deficiency (using deficiency category definitions listed on page A-19). ® The team uses a percentage to indicate how much of the component is deficient for the particular item noted. The entire component represents 100%. OO Description of the deficiency (including location) and the action suggested. Deficiency Categories 1=Safety 2=Damage/Wear-out 3=Codes/Standards 4=Environmental improvements 5=Energy Conservation 6=Aesthetics 7=13luilding Enhancements (non-FCI items) A-21 Conducting an Inspection SAMPLE FCI Audit Form (11 pages) O Option 2 O BUILDING NAME: Reid Hall ® BUILDING TYPE/AGE CLASS: 3C SYSTEM: H&V System (7) O SYSTEM COMPONENTS AUDIT DATE: 4/15/08 O BUILDING NUMBER: 115 7A I Heating 7B Ventilation 7C I Cooling 6 7 8 9 Page I of I EXPLANATION OF DEFICIENCY Deficiency Category Percent of S stem Com onent 1 thru 7 Deficie22L Explanation 7 A 2 1 % Replace all zone pyTps and balance. Modify existing penthouse HV unit and mixing 7 B 2 75% boxes Modify and replace controls on multi -zones and 7 B 4 5% balance. 7 FCI AUDIT FORM LEGEND Recorded during "Preparing for an Inspection" phase O Building Name from Facilities Inventory - The building name is automatically generated from the FCI 7 7 database. O Building Type/Age Class (from Building Type/Age Class Categories Listed on page A-3) - The building 7 type/age class is automatically generated from the FCI database. O Building Number from Facilities Inventory - The building number is automatically generated from the 7 FCI database. ® Building System being evaluated (from Building Systems and Components listed on page A-6) OO Predefined components of the system being evaluated (from Building Systems and Components listed on page A-6) NOTE: Per item 5 of the "FCI Inspection Responsibilities" (page A-11), the team captain or research analyst should ensure that, when the team receives the form, items 1 through 5 are complete and accurate for the building being inspected. Recorded during "Conducting an Inspection" phase © The team identifies where a deficiency exists, using items defined in 5 above. O The team assigns a deficiency category to each deficiency (using deficiency category definitions listed on page A-19). ® The team uses a percentage to indicate how much of the component is deficient for the particular item noted. The entire component represents 100%. OO Descri tion of the deficient(including location and the action suggested. Deficiency Categories 1=Saiety 2=Damage/Wear-out 3=Codes/Standards 4=Environmental Improvements 5=Energy Conservation 6=Aesthetics 7=Building Enhancements (non-FCI items) FCI Workshop Manual A-22 COMPUTER PROGRAM USER'S MANUAL General Notes: 1) The manual illustrates and describes each menu and form that users will see as they use the program. The manual is organized by the program's six menus. There are five types of menu items, each of which is represented by an icon as shown in the following table. Icon Item Type Notes Menu ® Form Users will enter or edit data. A Report ► Dialogue Box Users will make selections for the reports that they want to generate. ♦ Miscellaneous I Users can view "HeI " or return to a previous menu. ■ Main Menu • Site Entry/Edit • Building Entry/Edit • Audit Data Entry/Edit ■ Report Menu ♦ Help ♦ Exit FCI Program ■ Report Menu ■ Deficiency Detail Reports ■ Summary Reports ■ Database Reports ► FCI Audit Form (Paper Saver) - Option 1... ► FCI Audit Form (11 Pages) - Option 2... ♦ Back to Main Menu ■ Deficiency Detail Reports Menu ► Deficiency Detail by Deficiency Category... ► Deficiency Detail by Component... ► Deficiency Detail by Building... ► Deficiency Detail by Building for Audit... ► Deficiency Detail by Building (Inactive)... ► Deficiency Detail Report - Selected Deficiency Range... ♦ Back to Report Menu ■ Summary Reports Menu ► Component Summary by Building... ► Building Summary... ► Deficiency Category Summary... ► Site Summary... ♦ Back to Report Menu B-1 Entering Inspection Data ■ Database Reports Menu ♦ Component Pricing Detail ♦ System Pricing Summary ♦ Site List ♦ Building List ■ Basic Database Reports ♦ Back to Report Menu ■ Basic Database Reports Menu ♦ Agencies by Program ♦ Building Type ♦ Building Age Classes ♦ Building Funding Sources ♦ Deficiency Categories ♦ System and Component List ♦ Back to Database Reports Menu 2) SYMBOLS: Ellipses (...) that follow menu options indicate that a dialogue box will appear when a user chooses a corresponding option. In other words, those menu options will lead a user to make additional selections. 3) NAVIGATION: After data is entered in a form, it will be displayed in the grid at the bottom of the screen. For buildings with more than one record, choosing "Edit" mode will allow a user to move among the records using the navigation buttons at the top of the grid or the Page Up and Page Down buttons. It is also possible to select a record by clicking on its row in the grid. 4) SORTING: Clicking on a column heading will sort the data displayed in the grid. Each click will sort the data on the corresponding field and will switch between ascending and descending order. 5) DATA ENTRY: Selections from dropdown lists can be made with a mouse or other pointing device or by entering codes associated with the systems and components. For fields that allow multiple selections, a user can use the standardized technique for making multiple selections, i.e., pressing <Ctrl> while clicking on each selection. ,.Ia111 IVIcnu ally 1%W1a«u L-JILly rVillizo The Main Menu appears when a user starts the FCI program. These are the Main Menu options: Site Entry/Edit Building Entry/Edit Audit Data Entry/Edit Report Menu Help Exit FCI Program All menu options shown above are described in the following section, as items I. A through I. F. Computer Program User's Manual B-2 Site Entry/Edit Form Eater/lEditSiteDal � g� � � � � � FIELD NAME FIELD TYPE � a Agency dropdown list uqvg�o =1 Site alphanumeric _ t. . S �%rsor& H 4 iwi # Rl , i w Sea[ h - � 10 ' l±9WWO :v 3 y , Montana Stata Umri sity MSU ailkngs CUT q? 3I Montana State Univ 0y IMSU•ail6ngs Main Campus 3 N4''- ':MorkanaStaleUniversity Site Code numeric— A MSU-aommanAuxdlimy R , MontanaStateUniversity MSUBozemanGmatPaWsCUT 2-digit value Mop ana state un a ity MSU-6omman Mein C-pus ` from 1 to 99 s M rda St t Unrvrity MSUM 0—Man Campus 5; � c < tnter/tatt Ntte uata The screen shown above appears when a user chooses Site Entry/Edit from the Main Menu. The form defaults to "Entry" mode, which a user needs to set up the program initially and to later add new sites. COMPONENTS: The form allows you to enter or edit Site information. A Site consists of an Agency, Site Name, and Site Code. ENTER/EDIT: In "Entry" mode all fields are initially blank. Use "Edit" mode to change previously entered data. New records cannot be entered in "Edit" mode, nor can existing records be edited in "Entry" mode. Field descriptions follow. Agency: Select an Agency from the dropdown list. (Users cannot add new Agencies.) Site: Type the Site Name according to the Agency's preferences. At various places throughout the program, sites will be listed alphabetically. So, you should carefully define and follow naming conventions, such as abbreviations, especially if you have a large number of sites. Site Code: Enter a one- or two -digit Site Code with a value between 1 and 99. Like the naming conventions, nomenclature of the site codes might be especially important for users who manage data for many sites. For example, an agency with regions might want to reserve ranges of numbers for specific geographical areas. Note: Each site within the same Agency must have a unique Site Code and Site Name. B-3 Entering Inspection Data Building Entry/Edit Form _+ FIELD NAME FIELD TYPE Site dropdown list { { n Agency automatic fill-in Building No numeric { } ny-••'"—`- Building Name alphanumeric Funding Source dropdown list �;,,� 1Bt MSI1BmmwM' Canpus MWxu Nag Sae G MSUBmnwnManCaraxe l,aplugenNN sua G `�� . Bldg Category dropdown list ; io Msuso�aeM�[,rco� twae a sua Gt `^� 7RESUBsarenM `a"4" """ at 5`a'a G '�"'- ��a Construct. Year Numeric t y Gross Sq. Feet Numeric No.. of -Flo -ors- - _ _ Nume.ric- tntervtait rsuuamg uata The screen shown above appears when a user chooses Building Entry/Edit from the Main Menu. The form defaults to "Entry" mode, which users need to set up the program initially and to later add new buildings. COMPONENTS: The form allows a user to enter or edit Building data. A Building record consists of the Site (selected from a dropdown list that contains your Site Names), Building Number, Building Name, Funding Source, Building Type/Age Class, Construction Year, Gross Square Feet, and Number of Floors. All fields are required. ENTER/EDIT: Upon opening the form, all but one field is blank. The field "No. of Floors" defaults to 1. Use "Edit" mode to change previously entered data. New records cannot be entered in "Edit" mode, nor can existing records be edited in "Entry" mode. Descriptions of the fields follow. Site: Select a name from the dropdown list. Agency: The Agency will be displayed based on your Site selection. Building Number (Building No): Enter a building number within a numbering system determined by your Agency and/or Site. Numerical values ranging from 1 to 99999 are valid. Building Name: Building Names are sometimes listed alphabetically. So, users should carefully define and follow conventions, such as abbreviations, especially if they have a large number of buildings. It is not possible to search for text, so it is best to have names appear in predictable, expected positions within various lists. This required field accepts up to 30 characters. Funding Source: Select from the dropdown list. The Funding Sources are Auxiliary, Federal, Non - State, Private, and State. Users cannot change the names of Funding Sources, but each Agency can define and use them according to its needs. For example, Non -State could apply to a leased building or to one that is owned by a county and provided to an Agency for its use. An Agency might use Auxiliary and Non -State categories as "Other" categories. The term "Funding Source" is intended to be related only to how the maintenance itself is funded, not to construction funding. Perhaps construction is funded by federal, state, and private sources, but the maintenance costs are covered only by state funding. In this case, the Funding Source would be State. The software developers have pre -defined Funding Source categories with the intent to help users compile FCI data that is relevant to the State Legislature as it relates to Long Range Building Programs (LRBP). Computer Program User's Manual B-4 z� i 1 i Building Type: Use the dropdown list to select from predefined categories or type the corresponding numerical codes listed in the "Categorizing and Coding Building Data" portion of this manual. If a building does not exactly match a category, or if it matches more than one, use the category that best matches or the one corresponding to the building's primary function. For example, categorize a dorm with dining facilities as a Residence Hall, not as a Food Service building because its primary use and most of its square footage is dedicated to its residence hall function. If an agency has buildings that people will find difficult to categorize and/or if data will be recorded in more than one database, the agency should consider writing guidelines to ensure consistency. Construction Year (Construct. Year): Enter the year in which the building was first occupied in this field. The 4-digit field accepts values from 1800 to the current year. Gross Square Feet (Gross Sq. Feet): Determine the area of all floors in a building and enter the sum of the areas in this field that will accept values between 1 and 9999999. Number of Floors (No. of Floors): Enter the number of floors in a building that are above ground. Exclude basements and crawl spaces. Enter a numeric value between 1 and 255. B-5 Entering Inspection Data Audit Entry/Edit Form View of Form Upon Entering Entry Mode FIELD NAME FIELD TYPE Filter by Site dropdown list arir�eerneanms $� Select Building dropdown list Active checkbox qr , Date date MM/DDIYYYY System dropdown list Component dropdown list a 1 IMIR, Deficiency dropdown list Beat "n sy%F�} r'.0 CufyvpN G� 7 `; Dai'C, s K ilpit" e�eDt,'� Category Percent numeric - whole r i " fIFE- numbers < 100 Action Alphanumeric s , .,rw.. ,... View of Form Upon Entering Edit Mode m�; tea_ rDau M x fl- `Sz'�� t9 �Lr 1 3587 EIa;445Y im V IDda DamayeNJ 5p B/771 8/il + ., ! ?�', 3555 356� Pherbinp 5ya4em PFx,tirc/Syakm F4ne¢ '+/aGe Ppmg DemegelW pae�e/W 6/11 " 6J71 6J11 3583 HJAC SY M H ata9 D111 6/11/ 6/11 '" 35B HVAC Sy t H Nn9 D-VIM4 2. G11VXGq 641 rz s' Cbaafa,re - w'� ,.,.�.� a Enter/Edit Audit Data The screen shown above appears when users choose Audit Data Entry/Edit from the Main Menu. The form defaults to "Entry" mode. Users will use this screen to enter new audit data or to edit records from previous audits. All fields are required. Following the instructions in the FCI Workshop Manual, the inspection team will record audit data. They will note changes to items recorded during previous audits on the "Deficiency Detail by Building for Audit" report (formerly titled "Buildings by System") and new items on the Rating Form completed during the most recent audit. ENTER/EDIT: All entry fields default to blank. The Active checkbox defaults as checked. It cannot be unchecked in Entry mode. New records cannot be entered in "Edit" mode, nor can existing records be edited in "Entry" mode. Descriptions of the fields follow. Computer Program User's Manual B-6 Filter by Site: Select a Site from the list. Selecting the site will apply a fitter so that only buildings related to that site appear in the resulting list from which a Building Name can be selected. Select Building: Find and select the Building Name for the building that was audited. Selecting a building in "Edit" mode applies a fitter so that only audit records associated with that building will be displayed in the grid. Active: White in "Entry" mode, this checkbox defaults to checked and cannot be changed. To deactivate a record, first choose "Deactivate" or "Edit" mode. Next, find the record. The default sort is descending order by record number. So, the record with the greatest number will be at the top of both the dropdown list and the grid unless the records are sorted differently from the grid as described in the "General Notes." Typing a record number in the "Record #" field and pressing the <tab> or <enter> key is another way to select the record. The form's middle section will display the selected record's data. After selecting a record, uncheck the Active checkbox by clicking on it or by pressing the spacebar. Date: Enter the audit date in a numerical format where the first two digits represent the month, the next two are the date, and the final four are the year. Single digit months and days may be entered with a zero or a space to fill the field's first position or with a single digit followed by a slash (/). For example, options for entering June 2, 2005 include typing 6/2/2005, 06022005, or in a similar way with spaces in place of leading zeroes in the month and day. The year requires four digits. Similarly, when you deactivate an entry, make sure to include the deactivation date. System: To enter the System for an audit item, choose the System name from the dropdown list by clicking on or by typing its name until it appears in the field window. The field's auto -fill function will display a name once an appropriate beginning character has been typed. For example, typing an "F" fills the field with "Finishes." To select Foundations, type the first two characters. Users who prefer to use codes may enter the System number, e.g., 1 to represent Foundations. Only Systems on the list are valid entries. Component: This field works the same way as the System field, but it uses alphabetical codes. Some alphabetical codes create unexpected results when a code matches the first character of a component name within the same system. For example, within System 4-Roof System, C is the code for Insulation. However, because the component name "Covering" starts with the letter C, the program displays Covering. To use the code for these items, first enter the code. When the incorrect description is displayed, all but the first character will be highlighted. Next, press delete. Only the character code remains. Pressing <tab> or <enter> will display the description corresponding to the code and enter the data. These codes wit( create the unexpected results listed in the "Initial Component Displaved" column: Code Desired Entry (System and Component) Initial Component Displayed 4C Roof Insulation Covering 5C Finishes Interior Doors/Hardware/Windows Ceilings 6A Specialties Toilet Partitions Ansul Hoods 6C Specialties Fixed Seating/Risers Chalk/Tackboards/Cabinets 6F Specialties Lockers Fixed Seating/Risers 9B Electrical System Lighting Building Service 11A Safety Systems Egress Asbestos/Hazardous Materials 11 E Safety Systems ADA Accessibility Egress B-7 Entering Inspection Data Deficiency Category: Like other dropdown list fields on this form, the deficiency category field allows users to pick the category from a list, or type numeric codes. The deficiency category codes and descriptions listed below are also listed at the bottom of the Rating Form. Code Description 1 Safety 2 Damage/Wear Out 3 Codes and Standards 4 Environmental Improvements 5 Energy Conservation 6 Aesthetics 7 Building Enhancements Percent: For each item, enter as a whole number the percentage that the inspection team recorded on the Rating Form. If the cursor is placed on this field after a user enters category 1-6 in the deficiency category field, the program displays "Active Component Total ##% - Priorities(1-6)" where the # symbol represents the sum, in percent, for all active records for the building and the system component for which a user is entering an audit item. If a user is entering a 7 item, the display will read "Active Component Total ##% - Priority (7)." The program will not allow the Active Component Total exceed 100% for audit records with priorities 1-6, nor for audit records recorded as category 7. Action: For each record, enter an Action statement recorded by the inspection team as a complete sentence. The Action statement should be worded such that completing the action will eliminate the documented deficiency. The field accepts 255 characters. ort Menu and its SuD-Menus The screen shown at left appears when a user chooses Report Menu from the Main Menu. These are the Report Menu options: Deficiency Detail Reports Summary Reports Database Reports FCI Audit Form (Paper Saver) - Option 1... FCI Audit Form (11 Pages) - Option 2... Back to Main Menu Computer Program User's Manual B-B Detail Report Menu and Related Selection Forms The screen shown at left appears when a user chooses Deficiency _ Detail Reports from the Report r7ioiii ' Menu. These are the Deficiency Detail . Detailf ,por Reports Menu options: Deficiency Detail by Deficiency Category... Deficiency Detail by 4 Component... Deficient Detail b Building ... nyir Y Y g Deficiency Detail by Building for Audit... Deficiency Detail by Building (Inactive)... k Fri. Deficiency Detail Report - UP N � 33 Selected Deficiency Range 18110.111.1, Back to Report Menu The screen shown at left appears when a user chooses Deficiency Detail by Deficiency Category... or Deficiency Detail by Component... from the Deficiency Detail Reports Menu. To build a customized report, make the following selections: site, funding source(s), deficiency categories (predefined or user - selected). Selecting a site is required because the resulting reports accommodate only one site. Making no selection for the Funding Source produces a report with all options. The report will include the default priorities (displayed in the field window) -when a user does not- - make a selection. After clicking on a down arrow for a dropdown field, a user may select from the resulting list. B-9 Building Reports The screen shown at left appears when a user chooses Deficiency Detail by Building..., Deficiency Detail by Building for Audit..., or Deficiency Detail by Building (Inactive)... from the Deficiency Detail Reports Menu. uncama,s shemckH.1 ' To build a customized report, make Tatr HaWr, the ybr Hafollowing selections: site(s), x Vvh'gen Hal ` building(s) and priorities. Ma'n Campus RIsu3ICgMmIiIICdNOn69L1iIdGg i,rr.z. Select site(s) to filter out buildings that are not related to the selected site(s). Not selecting a site allows users to choose buildings from among all sites in the database. The primary sort, grouping, and page breaks for comprehensive reports will be by site code. The secondary sort is alphabeticat by -Building -Nantes.- - - - Clicking on the down arrow for the Deficiency Category dropdown field allows a user to select from the resulting list. Computer Program User's Manual B-10 An example of a Deficiency Detail by Building report is shown below. Montana State Unitrrsio - Fadi ties Candifion Inventor)' Lv- e*na Deficiency Detail by Building p ❑3 Sire: Ai%5-Boeenua\iain Campus Area Correnion: 096 Last audit Date: 611112008 ❑r Bnidiag: MR.. Hall Cross Area: 94?08 Sq R Rq m lteneu d Cast SI.346,510 El Builftg7�pa' General CiasraotdOSca(3B) CasVSg Ft: 321936 De6d—Rxtio: 6.7% Age Cla s: Castt. Date: 1974 Repiaremeat Cost: $18,481,547 Comp. S3s1en Eatrp IniHzl Last D.I. Det 1?nit Ream- Reptaee n- Cotnptmmt E—y 'Update C.I. % Cost Cost Cast Desrripa0n Sysmm- F—d fl'nm(1) Tatah S35,S77 5393,592 J2o &§dvr 5kps:Retrining Wxils 4gl 0612,199606-11.2003 2. 5(t,: S0.S4 $1557; Aegie:ieP"au ili±stenorren'adag mall: av5 ptzn;ars Srsrewe Em Mpe(2) To(.S: S42d,133 SI,669,595 227 Ea kaior tt373s(.4) 05-:5-199906-15-1999 2 WO SO!, S334.08 ArFa:e aL'..mn mnom5', 32E Ea dcr Wt WA) 0611-200206-11-20G2 S<93 520,651 F j± -sotfn a hsindow rx±sse•. and-Wq Midge. 202i E-n A'indaus (57 06-08.20050"3-2005 2 $663 snosI P PI—ui,v—h.,J-5. ]61e Ex satin Boers'Hatclts<C) 06.11.200506-EE_GCB 2 5C'r 5097 Se1.083 R±P'.se hnilding aydaossyxsms. Sy.— Ra jSyarem(4) Tem6: 518,163 S57S,167 52a COatdra(H) 06.11.2002 G6-11-2008 2 SIM SC,g:S R..figreP- 2030 Crc±si>3 (H} 05-06240506-0.9-24G5 2 7': 5286 $"_.123 Reptlrloas±dazhngatPamp!t- 2031 Cvvericg(B) 06-06--.,005 C60S-2C05 '_ $2216 SM43 P-14. rW.P:ng. 2013 Caamag(B) M-0S-240506-092005 2 t $2.26 5a,2.5 P�Ia¢cosesen bppng attndge and Pxhas. 202 lnadatian(C) 06-O8_00506-0S=005 2 1% SIN 51,305 ndgap ccaditioanf—fmsuatlov. 5 atem.• F1n6he, (5) Tomk: S148,Od4 53,650,068 gas Cc6mgv(B) 06-11.20020&11_008 2 5`e $106, '45,022 Rt}tsecting 925 intedoc DOanussdwx[e R'iMaaat 06-1140020&1t:(t2 2 M 57.30 WAS, P.'ms±k—Lamas. J31 Etna Fisnshn(D) 06,5-199906.13-1999 2 S-Im S33].90 Re11— ovte p. 52i Ron E:cisArt (D) 06i 1-20020611-D02 S726 S6,6S3 Reuse eknmr-T-1 926 EloorF:msnes (D) C>6.i1 :0020631-2002 5736 56.655 Lecxtcoecntc ee<auman area. 20:A ti'aO EinisMs(E) M*9-204506-08.2005 2 10% S593 550,232 PaehaM paint irxciarnallx �......_................_. ........,......,......,.,.,..---'3h�ii�H4#-t+.--: r'?wP�tHt^4�sw.£�`eH# .<u.; � ..............,.._ t lllb?d04 ae( ". _DemtgauPdiat FCI Peres 776 n Rra�l ca®retr.t aRaz Pga1 fI ,tdneJ fenrm4r l'W fi,:�A P uro43:C zSm.W..B.!-Tinre.wane T � -A nanam'yz.[renessy �. 8:19[Fhhnmimene B•11 Building Reports The screen shown at left appears when a user chooses Deficiency Detail Report - Selected Deficiency Range from the Deficiency Detail Reports Menu. To build a customized report, make EM Sate Report Pmmtte r" x. the following selections: site(s), £ buildin sand riorities. 1i . x.x. 1 g() P ,. MSu-Beings COT .:. MSU-MIrm Ian Campus Haynes HaA Msu-aoRmar,a�e1y , , nt �,4w..i Select site(s) to filter out buildings ''. Msu-Great Fags car ` -' �'a aHaa 4� that are not related to the selected MSU-Narth— Maur C.rW.s - `"t liiffinan &�dmg K c site(s). Not selecting a site allows Leon lohn,on Had .,.1 users to choose buildings from among r all sites in the database. The primary ` ` x'"�'; sort, grouping, and page breaks for comprehensive reports will be by site r code. The secondary sort is tcoaanrar� ` alphabetical by Building Names. 4 "$m Clicking on the down arrow for the r Deficiency Category dropdown field allows a user to select from the resulting list. Select the deficiency range by using the drop down list or entering values between 0 and 100. Only items whose deficiency falls into that range wilt display on the report. Computer Program User's Manual B-12 An example of a Deficiency Detail Report - Selected Deficiency Range is shown below. Alontaiza State Tlninersiry - facilities Condition Inventory Dw--Ia Deficiency Detail Report, Selected Deficiency Range o Ste: 3151i-gozesnaa Nain Casspus Area Correctian: 1.14 L—Aadlt Date: 5R4.2o08 03 ❑✓ Builtltag: Randlm. Hall GrossArea: M745 Sq Ft RepartRessewal Cost: $1,771,311 ❑6 Bulldtag Fype) General Ctassro swo ice(3A) COWSq Ft: 525228 De6rl...y RaO.: 253% �d A -.Class: 7 Cost. Date: 1916 Replacement Cost: 56,999,569 Dearlmoias(-Ax 1-I0 Comp. System Entry 1.10.1 Last Del. Def. Unit Ream Replace m Compoamt Entry Update Cat. % Cost Cost Cost Description 55•nem- Fwatdad ..(1) Torch: 512,790 5183,394 ars Footings9oorda6on tYelts tfU 05.0E-1996 05-08-1996 2 iW, S-61 5€2i9C R:pahe-derfcc—fion System £mr10pe(2) Tomh: $16,536 $663,383 1359 ):toner Wslla (A) 05-112003 03-14-2003 . IT. 55.96 516,53,6 esanor trim at met, dxa, aadtti.Cous. System• k fSprr (4) Tomb: 516;521 SMt,659 381 CDcxirs B) DS-t2-l9r3 ^ =.i945 ' S•, Si97 55,597 Rapshs. it 1B4a C..u4 B: 05-11'005 OS-ll-10¢5 2 53_97 55.507 Rapi.—tampanlz[co- 1-1 Co—cg B3 05-11-2505 05-11-2005 2 54, Sig: S5507 Raµazrflash:ags tircug(rovt Srssem Fin -saes (5) Tomb: S.%943 51,564,V1 W, cdigs ei O-OS-.N2 2 5% 11<.13 119,602 Patch xad pal., 1592 inienor 05-1t DO5 05.11=.005 2 3:: SE 82 V,341 Rl9xe-rcpx doorluMxara anddoen Dwrs'� 3.wre it'icdaars (C) Sy,rtm 11!'-3C.Axtnx (7) TMab: S-fc, 738 $698,342 3564 Fi ng(A) 05.142008 05-14-2009 _' 104. $10,99 5=0..92 Expose asd rapfu sham condeasua Piping in emxislsce. 3s65 Heating (A3 05-1t2005 03-14-2WE ' 5-1 $10.99 515246 salak sL-ain cen4var pPyg iacm tlgue. i Il16'1009 Drricuwcr Dear2l pa,q SJ dD.JeoreraRa+rs FG L'rruon- Lf.6 eotnk. edrzgabafu,ll P.ge7 IS nej6-Kzi bknar. 1. S{f :,1 n..wrw,..-a¢r. cea�.✓se.;-Eb;.,mmrstawrwn.es t.tToc'r<wnr•®a 6: AraMrtn. ;. maSwnacsmna B-13 Building Reports Summary Reports Menu and Related Selection Forms Camas Hale Campus Computer Program User's Manual B-14 The screen shown at left appears when a user chooses Summary Reports from the Reports Menu. These are the Report Menu options: Component Summary by Building... Building Summary... Deficiency Category Summary... Site Summary... Back to Report Menu The screen shown at left appears when a user chooses Component Summary by Building..., Building Summary..., Deficiency Category Summary..., or Site Summary... from the Summary Reports Menu. To build a customized report, make the following selections: site(s), funding source(s), and priorities (predefined or user -selected). Clicking on a down arrow for a dropdown field allows a user to select from the resulting list. An example of the Component Summary by Building report is shown below. Tu S- ml. OA�z 47antana Steta C;niretsetl'-Facilities Condaianlneentoq ©1 ❑ r aa..l a) Component Siummn, 4-Building p 2 ❑ ��sme R*•t ❑ 3 ❑ Pawo- /A ❑ r psa ➢ ❑s C.W—a P—W Reptant ❑ a B144 Buildingiclm Gems Area C.W&F Def3cle p Con Site::NSL-B.— Dfoin Campus S1•srern: Foundffi—Qa Conyaonenc Errerinr StepvRemining lL'NS(B) - nIRIJYnm Hyi Total ' SW,250 g?.� GocM tm JG$ HemLcn YaY t43 HspW &'aE S13i �mn eva 5'.t RimsRLffix�aa 31.'Bt Sias L.mX Sar§ 3r.i` hYLatl Hsi g5a# �wxm 111 FemslaMY 12Dffi S190 5.W90 2mM g{� S)wrl� H511 isyr Hau sm38,3Sc �63% 9,5W 36?m 909s P981 S�9Ct 1. V:hm.W�1� Componaen Fld gs/Fonndadon UWI/ 441 8 iO3 S2G mDY.6 Total 335m $677,73121 isame a7:A? zro+s srt� N13 t0 m% um iron scsu w+.>� Slgam Szce6 'vmx uwu � +c: u�Haf z� Saar +o oon s6.� amn r-,am warm f1? RkCa6 Pall i4fC3 fY3'+t S+.1M Rbuemd Fere@s Y,>35 9639 NS i4mn 1331 ' 3�1i - ?SPm 5tH ioiii =117 iC4 ommrv6xr�rmAm fm C.D'a mmM MA. hsnaon Hall 55 ram". 55mn =mM gr,631 g-,Bq lM w can...a.rmmsasm xsm lama ranl aa6 tYmltac i:<P X1 �N% 412iet ..,<.«..,�.,..«.a.e............._-...............,_.....�......----•si-YFa+x';.k�"U#.W!we£�`'a€;f`x: rix'1^.bi.*.km`.rvF mFPxi#sY#frr»i,.�.�..._......,...,.....,.a..,,m,. ......,,,....,.�..�..�.�.._,.e. Cv�y+onrm SuxM.ay y BuifJuv FCI4'nrun: 1.1.6 i llfe2P0Y DGG+aan' 61s5N.va: t: SaRp,?: IleireysMEmad,}.-Ca4a4tKsr4, IkJY4 crperrrt wt f: Fkwar+rlxltmgmiruw. S Erurd'GmeeeemSG'AM�5 a' Bw+u'S�Hfkknmrcvxe Pagt1 I73 B-15 Building Reports An example of a Deficiency Category Summary report is shown below. G�# bR 6t^.fii34 4 04rrnx� R2 Frame _ cx: k ENE Eteem f'. I r1°'m'� �. :Naruana SYata it iyersip—Faciiltles Condit7on lnvenfan� � 'w"`�"ar°"" ❑ a=e>anrs ❑rt>-mm ➢eficivlet' Cateaoq, Summary ®� ❑sue r.. mi ®, 91 �-`r Sat Rtplatmutxf[arl. SJat,}6d,063 RautwN D�ttenq' Cast Rrtdo sjk X.— :VSL'-Bo:nrmx MW. C—F. Ddtdmq Category: S DamryQe'il'tar Our $31,609,770 7 ar. Ddld—y Category: 3: Coder and S—dmds S5,669,468 1.40% Ddidmq'Catepq: 0: Endraammmllxepreremta6 S2,454,654 061°1. " Ddidmq' C.U%ory: .R EntrgVCanstnndan S5,420,866 1 34°.. Ddidmq CateV - 6: Ae th fit S1, SM9i 0,29°. Totals S46,337,351 11.48-,o ' 2ir.n rmnm r. tuttJw°m�.v raarratvszine aWu er c xr n-su,,.y ��mn mns. r.°m r°..wRa.ere.iv ...._,,...._.. mu+vanrwrana ........._ _...... —1111 i°.: rdlJ.d e°r1 Computer Program User's Manual B-16 An example of a Building Summary report is shown below. F«,d�s�.r.� :5lantana.Srme Univeesit{•-FacillBes Condition lnventan' a`.aor rat Bui/dag Swn}nary' ❑ F:drrut tF) ❑,a•,.,smr ni Rept.I—r C}t3403,&A,0S3 ElP"P`a !N R—OICt $31,609,770 © Smx Defeek )•Bodo 7.8% Eau Area rxed Raptaremenr Rrae,ral Dej. Bldg# Breld'aph'am •Ideftl—.) COIaF Cast Ca}B RaSo SW``fSZ'-BO;a Nato Campus R,P1 entTotal 44°},56sA61 R r�d�.3,wm „akow&F.a,,,r l IOU[ MM,77a Fuadutg S.—, Smta TOW /,746,859 An Si3},02 TOEnt WI.56aM TOb] 51t,6O9•7rO r8. f� ..MeHrti.11 �p 5 f vV EO9 6Z3,^.3 Bia�B orb SZ:4'. 3e1'te,Mr 4:2i - +i6 Ca#�lat Eevaeree Frvsi-el e5y«�y S�}aE S3Y.8 ^�i S1,9M:SIG 58Jt 9tl2 S1 4r68P1 '. 7S a,3gp • ±S Hm®Nstl 'J9 4�96 StE.85aEtl aT.1O4 3�rM StJ.0J5�t Si T9O. 4O.38r Sr3fO.B'A S?I.Y.b 5�% tr2!E n u .. S4.t31.ri ¢^.8944L .. . 390.G35 _ �mfWl Ag§3 439:"S ?833,]St �1;.Ott 1�.3J }:5.t6t!L' $9i83?S St35i,3:A tOSta _ teas H¢I - tMW: Hatl tadxv:av —3" 3 ,.tE 59.5`Y:SE CS3 Ss3t3 3i,t46 4f�48g99 3f 94:8ra CaM. f.t% . nn e Ltxu„dyM Radfa 3�.♦r WS38 —17 , .. 2t 8M +}J @r15pSarw b.bina 333J g•A ts_ae9; p.y0 i_�.:2 1t0}9;a2 $18'.0.MC J'% ,..............,.�.......-.^^,.--.-..Ha§A'es^'�'•�Mt,.f W N=FN'RNR:f-ri�r'St-�4a---.�_.. ...._....._................ SuaG'vy Swrwi4n' FCtt'rwua,' I,1.6 B-17 Building Reports Database Reports Menu boa anasepa as The screen shown at left appears when users choose Database Reports from the Reports Menu. Database Report RD&, These are the Database Reports Menu options: ag,�: �� t � 4 Component Pricing Detail System Pricing Summary "r Site List W. r f Building List EM # ' Basic Database Reports Back to Report Menu r r r Y era as Users cannot make selections for r as Database Reports. The Component Pricing Detail shows costs per square foot by Building Type, Class, and System. In addition to the cost per square foot for components, the detail includes the total cost per square foot for each system. MOKEEMMUMM 100 Facilities Condition Inventory Component Pricing Detail by Building 7j pe, Age Class, and Systein Cost; Sq Fe Component Age Class A B C Building Tope: General Classraomtoffwe (3) System: Foundations (1) System Totals: S5.70 S4.84 $4,84 FaotlngO-rdation W.Us(A) 53.97 Faahng,IF d. ien Wells (A) $3.97 FwtiopTourdation Wads (A) 53.97 E,derbr St",VRetammg Weds (B) $1,n E)derbr St",dRetanmg Wads(B) S0.87 EMerb,Steps'Retaining Wads(B) 50.87 Svstem: Enw1ope(2) System Totals: S20.61 ,S20.53 S20.53 Ezderior Wans {A) $5.'14 E>Aerior L'Jalis%A) S5.14 EMerbr Wails(A) $5,14 EA.- Windo—(B) S5.87 EArw Windows{8} 56.91 E�darbr Wit w—(6) $6.81 EAerior DoersMatches {C) s1.C1 E xiarbr Doa1s7Hatches 9) $1 81 Computer Program User's Manuat B-18 Montana Sale Unirersin - Fatilfties Conotrion bimntory Building List site: MSU-Bo;,eman Main Campus Fandutg C.— Age G ,T Castps RepGrcemmt R Bt 7datg Source gear a— B 7Aag Type Arm Sq FT Cmt Rams 3 AJM J.11scn Hall SYx(5) I— B Genval Cksirocm'C11ioe(2) 11.333 423T 84 SS. 374 3 1ST CMe,r Hat, Smte i8} 111. S Gar:ral C ksseaam' (3) 5350.' S22393 St4,3&8,OT8 2 144 Ghantktry Resasrtlt Sidalrp. Non Smtel nq �. G TmvirsyRaseardt Labs l4: 8A8t3 9236.93 521.23C.469 1tfr Crtlagh Hall 9mte (5) Ism 9 TmtlikyPueirM labs la! 82T41 4234.te $2t. �B.f�T !It Cm ,— SbIa ISS t9B3 S TmcM1mq'RaearCs tabs (4} 31,415 525345 38,2'i E,3C 13e cob .on HMI Smte (5i t956 B 4ASW 92171.& silM0.35 4 139 EngraerinX PM1ysieal S..— $m1e ISI f9% C T�chkpRaaardr fats{11 13a,?33 52295? SN.D 308C 3 .% Cama Hall Smro{S) NOB C TptltptgPasora la'oz i4`r T85@i S23£88 S18.85CSi9 < Hamilnn Hall Smx(S) I —A GerealC lassroreritl :nix 43} T.: G3 525229 SS.S99, 509 4 %26 Keyrxs )iaX SmIe ISI Ir. 6 Cetro'altlassrcu»'{Fflix s3} *IN M?el St^,WE,3S5 N3 Huthg Plant Smte{S) t923 R —.1—Ins 1.04 zR) Ael. 413628 Si. T3.832 2 t04 K nU Hall 9oiei9l 1825 A Cmnealtkzsman'Cilix l3Y 10,— 622818 %,?31,T2 5 126 Hrnrutl Hall Bmte iS) t3>4 B aatlClassra m'OHIc¢(31 ]A.'.02 SZ!soe V 11— Oat HWm anBuesXg cm .ter lS) t9W a fxnvalCkssraartCHke e3) 8.6i5 8S2901 S2.a64.422 � 630 Kelmgp Catta 9mte (GS tic: A i-nvNnat1. l-95 y111) Simi =4is SS33,2ii 2 ic'tl Latin JCMscn Hap Smte fS) i3r3 B T®H�mgRasewdi taus isi %12.011 522930 SZA"122 tG3 L-6 Wp Smte 1G} Ism A W,-1. '.01 Lin( tiHalt Smta IS) 1903 A Ger�aralCkssrccm'^.Nix t31 C6C63 S213t3 St3,AYS,K2 it6 Mush..LeliwatPy Smx (SJ 13ti B T—gTl--taus{1i 3%,%96 326346 Ss.219.F25 t Lf4Ca11 ksll 9m1e i41 ism B Tnrtik9`Re%eercn labs !aJ 151,4$8 3295 t? 43,G65?43 i ^Ot Mmtare. Hap tare 15) t89C A Geae alCmssracmrCHix 13) SAT2 ,re^..S. >t? Muaum. cllM Rosin Smte lS7 t98? C Ger:valCkasroarla'Jlflx l3; 93350 L"i220 92a tLE,£:91 2 400 Pkn1 Bicianra Suilary Scam IS) 1399 C TmMinpR�awct� Lets 147 40,480 S2C'4.72 Si0.392.Q25 3 %It PkntQarNGrnter mte(5) 19XC a1sm M119, Sle P-SuWmy Smte [5} t— Ism 42m5 55:111ISO 2 I15 P.aditall S9ta.Y3) [B59 B GenralCmssrnaNOttix f3) St, 16T S2t938 9t3.998.393 1 t11 Ranne LArary Smte (6y 1949 A Lbry ;A3 t520S5 Sti$5> S�.NS.?3.4 107 Rrtx4 WX Sate lS) ism A Gera -al Chsiraom'CBIs 13) W2614 5!1.1n_.HIt 105 P.vrses'Gymeaziur. Stan lSy 19= A A"ktic Facilpks(5) Is— S286a7 5t2.4?5.:G5 u Ghssick Hap Smte lBy t9?3 B Genertl CksseoonYQlli[e{3} 16.293 S3T54S 55.059.021 2 tOS Tylx Hall Snre 15Y 1858 A GenralCmssraxn 131 At9; 9.'+t3'.i S2.480..- 1 t33 Tien Hall Smta (si 1935 C Taacbiny'RwaarM ta5s S4} 20.389 525835 55,538.?80 102 Trepnaan Hall _mfc;5) Is. A C nralCkssravrNCi{m{31 37.Ot4 V2144 SO.ISS.848 S .....................e._......,::........,..«..... IPM12009 ._......_....v.....tihtk*9�-k1+ `£-"ii~kY-H+K'airtF^:-33r:iE-:tArt�§i+5-§#tf#hK'r3H.---..�._..............�.. ar't'r"t FCf ........, 3vnur: 1.1.6 Sir: J6L--&arwan J(sx Cmlau A, 5 rf 9 PdyG 11 4,5 : a M F, B-19 Building Reports lsaslc uataDase Keports menu The screen shown at left appears BasFzCacai�as�F€epats when users choose Basic Database Reports from the Database Reports Reports Menu. asic Database" These are the Basic Database Reports Menu options: Agencies bProgram Building Categories [ ram£ k Building Age Classes cic�t Building Funding Sources Deficiency Categories System and Component List Back to Database Reports Menu �+ Users cannot make selections for BasicDatabase-Reports.- _ - - FCI Audit Form Menu... The screen shown at left appears when users choose FCI Audit Form (Paper Saver)... from the Report Menu. > The program will generate a FCI �� sdsi1 Audit Form (as shown on page A-21) M%740V+ c07 RobatsHM , , for each building that a user selects. MSIi8ft&Mmncemxa MA73az�ian AL tk v Ra VG)Mad- ,;kra� i The inspection team will record Msusom ant, ce car i Y1.HA audit results on each of these forms. MSW-r,.u.mMWr. vc�, �B The program completes the following 31 woolen 1 fields on each form: building name, VW*r>:epon CWWd Building Type, system, and building number. The user can print all or selected pages. There is a second option labeled FCI Audit Form (11 pages) that may be useful when auditing a new building with many deficiencies. For this audit form, the program will generate 11 pages, one for each system. This form is on page A-22. Computer Program User's Manual B-20 FCI Export... The FCI Application also provides a way to export the customer tables, plus an additional export -format table (containing additional values) to a variety of formats. For instance, data can be exported to an Excel spreadsheet, for situations where it would be beneficial to analyze or present the data in ways that may not be accommodated by the standard reports. To export data from the FCI application, choose the File menu bar from any of the FCI menus. The Export... features appears on this menu bar. (continued next page) B-21 FCI Export Once you choose Export... you will be prompted to select the data you would like to export. The first three options export the Site, Building, and FCI Data tables, in the same format as they appear in the application. It should be noted that the Building table contains a Cost/SgFt field which is an unadjusted value. The fourth option (FCI Data Export Format) contains data from all three of these customer tables, plus additional calculated pricing information (Including an adjusted cost per square foot field ADJCSTSF). Once the Perform Export button is clicked, the application will prompt for the file format to be used for each selection, and the location and file name where the exports should be saved. Thank you for taking the time to read through this manual. Please visit www.montana.edu for more information or additional resources from Montana State University. Also visit the Facilities Planning, Design, Et Construction website, www.facilities.montana.edu/pdc for updates. Computer Program User's Manual B-22 DEFICIENCY CATEGORY SYSTEM Category Definition 1 SAFETY — Situations or conditions that pose an immediate danger to life, limb or property, if the deficiency is not corrected. 2 DAMAGE/VVEAR OUT — Potential for serious damage to the building or the building components if the deficiency is not corrected. 3 CODES/STANDARDS — Building codes and/or institutional construction standards were not met during construction or renovation. Condition may or may not represent an urgent situation if deficiency is not corrected. This category does not include grandfathered deficiencies due to changes in subsequent codes. 4 ENVIRONMENTAL IMPROVEMENTS — Correctable deficiencies that witl improve system operations and increase the comfort level of the building occupants. 5 ENERGY CONSERVATION — Amelioration or upgrading of the operating systems in order to reduce energy consumption in the building. 6 AESTHETICS — Renovation/maintenance designed to improve the appearance of the building. 7 BUILDING ENHANCEMENTS — Renovation/Adaptive, Life Safety/Code upgrades, i.e., ADA. These items are not calculated as part of the building's total deferred maintenance, but deficiency category 7 is frequently used to note other building needs. Note: When categorizing observed deficiencies, rote only deficiencies that exist at the time of the inspection. Do not record incidental deficiencies that will occur as a result of repairs. For example, if a water pipe is on the verge of bursting and poses a safety risk, record only the deficiency of the pipe itself. Do not record deficiencies related to repairs that a watt will need if workers cut a hole to access the deficient pipe. BUILDING SYSTEMS AND COMPONENTS For FCI purposes, the inspection team assesses a building by determining and documenting deficiencies that exist in each system and component listed below that occurs in the building. System Component Code and Definition System 1 —Foundation 1A Footings/Foundation Watts 113 Exterior Steps/Retaining Watts System 2 — Envelope 2A Exterior Watts 28 Exterior Windows 2C Exterior Doors/Hatches 2D interior Columns/Seams System 3 — Floor System 3A Structure 38 Stair Treads/Risers System 4 — Roar System 4A Structure 48 Covering 4C insulation System 5 — Finishes 5A Interior Walt Systems 58 Ceilings 5C Interior Doors/Hardware/Windows 5D Floor Finishes 5E Watt Finishes System 6 — Specialties 6A Toilet Partitions 68 Signage/Directories 6C Fixed Seating/Risers 6D Chatk/Tackboards/Cabinets 6E Fume Hoods 6F Lockers 6G Celts and Visitor Cubicles 6H Ansul Hoods 61 Swimming Pool System 7 — H i} V System 7A Heating 78 Ventilating 7C Cooling System 8 — Plumbing System 8A Fixtures 8B Supply Piping 8C Waste Piping System 9 — Electrical System 9A Building Service 98 Lighting 9C Distribution 9D Voice/Data System 10 — Conveying 10A Elevator/Lift System 11 — Safety Systems 11 A Egress 118 Extinguishing System 11C Exit Signs/Emergency Lighting/Alarms 111) Asbestos/Hazardous Materials 11E Handicap Accessibility COST SUMMARY BY BUILDING TYPE/AGE CLASS, EXAMPLE -- 2009-2010 PRICING See page A-3 for a listing and definitions of building types and age class. Note: Repricing is performed every two years to update for inflation, etc., a schedule that allows for maximum accuracy in formulating the Long Range Building Program. Pricing updates will be provided by the Montana State University -Bozeman Planning Department. General CiassroorrMflice 3 Cost1SF System Number System Name 3A Pre 1950's 3B 1950-70's 3C 1980's + 1 Foundations 5.70 4.84 4.84 2 Envelope 20.61 20.53 20.53 3 FloorSystem 26.93 26.93 26.93 4 Roof System 7.51 7.07 7.07 5 Finishes 48.61 44.89 44.89 6 Speciatties 11.14 11.74 11.87 7 HVAC System 21.70 31.58 31.58 8 Plumbing System 23.42 26.75 27.07 9 Eletftioal System 3f.25 34.12 36.98 10 Con ve 'n 6.18 5.62 5.62 11 $afe System 14A3 14.43 14.14 Building Class Total Costf$F 1 217.48 228.501 231.52 Teachin esearch tabs (4 Cost/SF System Number System Name 4A Pre 1950's 413 1950-70s 40 1980's + 1 Foundations 18.02 17.16 17.16 2 Envelope 25.07 24.51 24.51 3 Floor System 19.02 19.02 19.02 4 Roof System 12.24 11.38 11.38 5 Finishes 55.55 60.69 50.69 6 Speciatties 14.29 17.39 18.15 7 HVAC System 17.84 35.05 35.05 8 Plumbing Syr, tern 25.09 28.74 29.10 9 Electrical System 20.24 22.33 24.41 10 CoMn'nli 6.18 5.62 5.62 11 Safety System 12.05 12.05 11.76 Building Class Toffii Cost1SF 225.69 243.94 246.85 Athletic Facilities 5 Cost/SF System Number System Name 5A Pre 1950's 58 1950-70's 5C 1980% + 1 Foundations 9.35 8.44 8.44 2 Envelope 47.02 44.54 44.54 3 Floor System 14.80 14.80 14.80 4 Roof System 16.91 16.09 .16.09 5 Finishes 42.13 38.57 38.57 6 Specialties 50.37 51.11 51.14 7 HVAC System 12.34 1795 17.95 8 Plumbing System 12.77 15.36 15.85 9 Electrical System 13.55 15.03 16.50 10 Conveying 6.18 5.62 5.62 i 1 Safety System 14.45 14.45 14.16 Building Class Total CostiSF 239.87 241.951 243.66 Vocational Shops 6) CosQISF System Number System Name SA Pre 1950's 613 1950.70's 6C 1980's + 1 Foundations 12.90 12.04 12.04 2 Envelope 25.58 24.59 24.59 3 Floor System 19.23 19.23 19.23 4 Roof System 14.31 13.30 13.30 5 Finishes 11.13 10.17 10.17 6 Specialties 3.66 3.74 3.76 7 HVAC System 11.54 15.44 15.44 8 Plumbing System 7.60 8.60 8.67 9 Electrical System 11.48 12.81 14.13 10 Conveying 25.61 23.28 23.28 11 Safety System 18.07 18.07 i 17.78 BuildingClass Total Cost1SF 161.11 161.27 162.39 Central Heating Facilities CosVSF System Number System Name TA Pre 1950's 7B 1950-TO's 'IC 1980's + 1 Foundations 9.26 8.33 8.33 2 Envelope 32.21 30.51 30.51 3 Floor System 26.21 28.21 28.21 4 RoofSystem 13.36 12.50 12.50 5 Finishes 7.23 6.61 6.61 6 Specialties 1.49 1.51 1.52 7 HVACSystam 2.44 6.10 6.10 8 Plumbing System 4.16 4.71 4.75 9 Electrical System 9.31 10.37 11.42 10 Conveying 4.90 4.45 4.45 11 Safety System 16.80 16.80 16.51 Building Class Total Cost1SF 129.37 130.10 130.91 Warehouse/Storage 8) Costf8F System Number System Name 8A Pre 1950's 88 1950 70's 8C 1980's + 1 Foundations 8.62 7.76 7.76 2 Envelope 24.72 23.11 23.11 3 Floor System 26.26 26.26 26.26 4 Roof System 13.36 12.50 12.50 5 Finishes 6.73 6.14 6.14 6 Specialties 1.56 1.58 1.59 7 HVACSystem 2.84 5.66 5.88 8 Plumbing System 3.88 4.39 4.43 9 Electrical System 8.67 9.65 10.64 10 Conveying 4.56 4A 5 4.15 11 Safety System i 15.66 15.66 15.37 Building Class Total CosMF 116.86 1 116.88 19T.63 Cl 0 i �.¢a C CCn CCn 0 v, do �� d0� 41�°o4 x m cn y PO O 4 m rz CD 0 (-) ad �¢(,D � CD o.a8 N r b r� r r O z dy �z CD 0� CD d� CD��° �• 0-0 y � n �• O �z �d H O z 00 z H O M., d � r CD � � d d CD z 0 0 W 0 0 d m is M An example of a Deficiency Detail Report - Selected Deficiency Range is shown below. Montana Stale Vttftwrslo- PactUdev CondItIon Inventony D11 C— ja , Deficiency Detail Report, SelectedDefidency Range P12 su. A'. C—d— 1.16 m4nau H.Hdl.st liamOxal H.1 G—A— 27,745 Sq F1 ReP..R—Ic— )3.fid1.91y* QftadC13$—OM10MCe(3A) c—Sq Ft. S252.29 Nfitk�TFM.: Aye Cla S: C.— D..; 1910 Rapt—tC.9: S609,509 1-10 Comp. SSVaa F.1,Y T.1n.1 I.. Dd. Dd. Unit F-- Replace C.MPM.t E.ty update Cat. % C.. C.9 CM D-1pu- Stunre F—W—(1) Tarok: $DM 3183,,4 375 OMMM 01.49.106 tt% 5.41 fteelqp,(2) Toth., S16536 3663,383 IM E.—V".U,w 054 I-i= 01-11-145 2 10-4 55.46 $16436 N)— R-Art—M Twft: S16,121 V41,659 Ul C--q(G) 6541—! N C!.Q.1M 2 3% 5341 53307 73-1 i-aom Q3- 1-105 2 5% sl.fi 1 it LerMm {lit 011 1.=2 Srums Fk6ho, (S) 7'—&. 324,943 51,S64,Sl1 Sass CLq,(BJ 51s13 419,6U Psehutlaiet t99Y ?putt 05-H-MO 05-11--m3 2 P, 51.52 57,541 M� HVfC*—,(7) T".Yb. 94S,738 S608,312 'M. SI64. SM-49! Ise, Hu"A) 03- :-M 13.14.MW i St. slo,44 sts�us fn,ehc mam ew6msa pip!. i. FCII',— 116 F.v I fz B-13 Building Reports