Capital Reserve Fund/Preventive Maintenance Planning Module FOR FACILITIES

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1 Capital Reserve Fund/Preventive Maintenance Planning Module FOR FACILITIES

2 2 Capital Reserve Fund/Preventive Maintenance Planning Module FOR FACILITIES introduction DirectLine s Capital Reserve Fund/Preventive Maintenance Planning (CRF/PMP) Module for facilities is an analysis and planning tool that gives the maintenance professional the capability to: track and maintain the capital requirements of a facility or portfolio of facilities; integrate capital planning with the day-to-day operational concerns; introduce the building hierarchy system Uniformat II; and, assess the short and long term requirements of a facility or portfolio. It incorporates the latest facility management methodologies and technologies including: the latest measurement standards and tools: Facility Assessment Audit (FCA), Facility Condition Index (FCI), industry standard building elements (components and systems) integration with facility management software utilization of the internet to download pertinent facility management information including up-to-date building codes for checking compliance automatic uploading of data from master worksheets completed by the facility audit engineers and specialists via the internet methodology Megamation's methodology incorporates the industry standard Facilities Condition Audit, Facilities Condition Index and UNIFORMAT II elements for building/facility components and systems. While embracing the industry standard methodology, Megamation's unique approach gives the facility manager the vital information he needs without requiring the costly expense of a total Facilities Condition Audit. This puts the costs involved well within the reach of most facility managers.

3 3 facility condition audit A Facility Condition Audit (FCA) is a comprehensive condition assessment of your facility and its Uniformat II elements. Each structure and its components is inspected and tested by engineers and specialists in their respective fields. The areas assessed include: site amenities (parking lots, roadways, walkways,recreational) additional structures (parking garage, bridge) interior finishes (floors, walls,ceilings) layouts of exterior and interior structural components/systems barrier free access components/systems fire/life safety components/systems mechanical and plumbing components/systems electrical components/systems security components/systems elevating/conveying components/systems environmental conditions and site assessments The team record their data on our FCA mastersheets and send it to us via the internet along with any other pertinent data captured through photography or by special equipment such as thermographic devices. We then upload it automatically into our Capital Reserve Fund/Preventive Maintenance Planning Module. This updates the building screens, the component screens, and the project step budgeting screens. The uploaded information includes description and budget information for each building and Uniformat II element included in the subset you chose as a representative cross-section of your portfolio. The data includes: expected life-span, remaining life-span and effective age; current replacement cost; and, Uniformat II descriptions and codes for each component.

4 4 The data includes header information for each project as well as total approved budget. The data also includes twenty year project step budgeting for each element in your subset. Once the FCA is completed and uploaded into the CRF/PMP module you can use it to report on and evaluate the current state of your facilities. This gives you the data you need to make adjustments to your current and future budgeting as well as your strategic plan. facility condition audit and analysis team Megamation has assembled a team of specialists in the capital reserve fund planning process including FCA assessments and analysis. They will help you to integrate your business needs and real property assets with the new CRF/PMP module in DirectLine to develop a facility master plan that ideally suits your requirements. With their extensive experience (working with many large and diverse portfolios of buildings/facilities), you can be assured that all critical aspects of your plan are professionally designed and implemented. Please feel free to ask us for project references.

5 5 facility condition index The Facility Condition Index (FCI) is an industry accepted measured value that gives you the relative condition of your facilities s structures and Uniformat components. The formula is: FCI = Total Deferred Maintenance Current Replacement Cost The results range from 0 to 1 or can be expressed as a percentage. Industry accepted values give us the following guidelines: FCI < 5% = good condition FCI < 10% = fair condition FCI > 10% = poor condition The results provide benchmarks for evaluating the effectiveness of your maintenance and capital renewal planning and help to decide the best course for future action. approach Megamation s approach starts with doing a Facility Condition Audit on a representative subset of your total portfolio based on a selection criteria of your choice. (Such as building age, systems s age,operational costs and so on.) Detailed operational information for the subset is immediately available to the facility manager and the important budget information for the entire portfolio can be extrapolated for senior management use. By assessing this subset (say 10-15% of your total portfolio) you can establish initial benchmarks. By reassessing a subset each year your information will stay up to date and your facility managers will have specific detailed information on the buildings assessed. As you test your subset s data you will determine its variance to the data for your total portfolio allowing you to make appropriate changes to its selection criteria. Over time as you refine and improve the selection criteria your data will get increasingly more accurate in terms of how it represents your total portfolio. Its variance will reduce. And its effectiveness as an analysis and planning tool will increase. Think of the way a political pollster polls only a very small sampling (often much less than 1%) of his client s total target group. By refining and perfecting the selection criteria of his sampling he is able to get accuracy within two to three per cent. The concept is the same. Total Portfolio Your subset should be a 10 to 15% representative cross-section of your total portfolio.

6 6 integration Another unique feature of Megamation s CRF/PMP module for Facilities is its integration into the day-to-day facility management system provided by DirectLine. Actual data from the living/changing conditions and maintenance activities at your facilities is automatically fed into the reserve fund budget software in the CRF/PMP module. This links your comparative analysis and planning to what is actually happening in your portfolio giving you the data to make realistic, implementable and defendable strategic decisions. This integration enhances the value of implementing a comprehensive facilities maintenance program. information & analysis The spreadsheets, cash flow analysis and reporting can be user defined or interpreted to give you the information you need to make critical decisions regarding your maintenance and capital renewal planning. The CRF/PMP module for Facilities provides you with information such as: projected costs based on the condition of your facility condition analysis spreadsheets capital planning analysis spreadsheets deferred maintenance data cash flow analysis reserve fund analysis individual Uniformat II component and total portfolio (subset) reporting for user-defined periods capability to relate actual work performed to projected budgets for each Uniformat II component or by portfolio

7 7 The spreadsheets, cash flow analysis and reporting can be user defined or interpreted to give you the information you need to make critical decisions regarding your maintenance and capital renewal planning. contact information Megamation Systems Inc. 114 Lakeshore Road East Oakville, Ontario Canada L6J 6N2 Phone: (905) Fax: (905) Contact: Merilyn Cudmore, Marketing Web: