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Capital Project Management / Condition Assessment
Building Operations / Condition Assessment

Condition Assessment: Application Overview

The ARCHIBUS Condition Assessment application provides tasks and reports for managing the process of assessing the condition of the rooms and equipment in your facility. With this application, you can document and evaluate the function, condition, and strategic importance of your company's physical property, plant, and equipment.

The ARCHIBUS Condition Assessment application is a decision-making tool that you can use to:

• evaluate the strategic importance of your assets
• evaluate the impact that the condition of assets has on your business goals
• weigh the importance of your physical property, plant, and equipment and allocate funds to the most business-critical areas.

For each location and equipment item being evaluated, you can ask such questions as:

• Is it in good shape?
• Is it safe?
• Is it clean?
• Does it comply to codes and government regulations?
• Is this operating in a cost-effective manner?
• Does this detract from the public image of our company?
• Is this affecting other systems or areas in the facility?

General Procedure for Condition Assessment

1. A business process owner sets up the necessary data for using the Condition Assessment application:

• develops and maintains the facility background data required for working with the application.
• creates a project for organizing condition assessment data.
• defines condition assessment classifications
• defines questions to be completed by the field assessor

2. An assessment manager creates condition assessment records for a project and prepares for a field survey. This entails:

• Creating condition assessment items for a project based on rooms and/or equipment items.
• Assigning to one or more inspectors the task of assessing the condition of items.

3. Field assessors travel to each room or equipment item and note the condition and record it. There are a few ways to do this:

• use the ARCHIBUS Assessments mobile app to record data on a mobile device or smart phone. When field assessors sync their mobile devices, they receive assigned assessment items for issued projects. When they are through, they sync to upload the assessment items to the ARCHIBUS database.
• use a laptop. For information, see Using a Laptop for Field Assessments.
• use devices running the Windows XP Tablet PC operating system. For information, see Using a Tablet PC for Field Assessments.
• use paper and pencil to record observations for later entry into the system. For information, see Using Printed Forms for Field Assessments.

4. At any time in the assessment process, the assessment manager can update the assessment items
5. Optional: As the project progresses, the assessment manager can choose to update the project status by updating the Project Status field with values such as: CREATED, REQUESTED, REJECTED, APPROVED, IN PROCESS, IN PROCESS/ON HOLD, STOPPED, CANCELED, COMPLETED.
6. Optional: Cost estimators or assessment managers review the condition assessments and estimate the costs of resolving condition assessment items.
7. Assessment managers generate and review the following reports in order to review the condition rating and facility condition index, which will help them prioritize the items that need addressing, Some of these reports also present estimated resolution cost (if you chose to define it in step 6).

• Scoreboard
• Assessment Project Statistics by Location
• Assessment Items with Condition Ratings Greater than 25
• Open Safety Issues
• Building Conditions Summary

8. Based on review and analysis of the condition assessment data, assessment managers oversee the resolution of deficiencies.

• If you do not have the On Demand Work application, you can document the planning, scheduling, and budgeting of assessment items by setting the various Status values. See Addressing Assessment Deficiencies.
• If you have the ARCHIBUS On Demand Work application, you can generate maintenance service requests to address deficiencies. See Addressing Assessment Deficiencies with Maintenance Service Requests.

9. When the issue has been resolved, assessment managers can verify the completed condition assessments to ensure that they have been properly addressed and closed out. They can also enter the cost of completed condition assessment items.

• Complete and Verify Assessments
• Enter the Actual Costs of Assessment Items

10. Assessment managers and other analysts can analyze the assessments and their resolutions with a series of reports:

• Operational Reports
• Management Reports
• Operational Reports (Drawings)