FCI User Manual - Montana State University
Contents
1. iii eee ie A 6 Cost Summary by Building Category 2009 2010 A 7 Preparing for an Inspection Sample FCI Inspection Responsibilities A 11 Sample Facility Inspection Schedule A 13 Sample Notice to Building Supervisor eee A 14 Sample Notice to FCI Inspection Team Members eee A 15 FCI Inspection Needed 5 he hehe enne A 16 Conducting an Inspection Typical FCI Inspection cirie eee ziozinne A 17 Building Review Session Agenda A 18 Deficiency Category System sere senese A 19 Sample Facilities Condition Inventory Audit Form Cover Page esee A 20 Sample FCI Audit Form Paper Saver Option 1 A 21 Sample FCI Audit Form 11 pages Option 2 vc eee eee A 22 COMPUTER PROGRAM USER S MANUAL General eevee sais clears lea ata B 1 Entering Inspection Data siii Ier Tae sds saetta B 1 Main Menu and Related Entry Forms cccccccccscceesseeeeseeeeesseeeeeseeeeseeeeeseeseanee2. General Classroom Office 3 Cost SF System 3A 3B 3C Number System Name Pre 1950 s 1950 70 s 1980 s 1 Foundations 6 08 4 98 4 98 2 Envelope 18 13 18 41 18 41 3 Floor System 22 07 22 07 22 07 4 Roof System 6 95 6 49 6 49 5 Finishes 51 89 48 01 48 01 6 Specialties 11 31 11 77 11 86 7 HVAC System 22 66 32 96 32 96 8 Plumbing System 27 71 31 71 32 11 9 Electrical System 32 00 35 00 38 01 10 Conveying 5 92 5 38 5 38 11 Safety System 16 82 16 82 16 49 Building Class Total Cost SF 221 54 233 60 236 77 Teaching Research Labs 4 Cost SF System 4A 4B 4C Number System Name Pre 1950 s 1950 70 s 1980 s 1 Foundations 17 88 16 78 16 78 2 Envelope 22 50 22 32 22 32 3 Floor System 17 07 17 07 17 07 4 Roof System 11 80 10 91 10 91 5 Finishes 57 97 52 92 52 92 6 Specialties 14 46 17 43 18 14 7 HVAC System 18 59 36 43 36 43 8 Plumbing System 45 63 52 03 52 60 9 Electrical System 21 22 23 45 25 68 10 Conveying 5 92 5 38 5 38 11 Safety System 14 25 14 25 13 92 Building Class Total Cost SF 247 29 268 97 272 15 Athletic Facilities 5 Cost SF System 5A 5B 5C Number System Name Pre 1950 s 1950 70 s 1980 s 1 Foundations 9 48 8 38 8 38 2 Envelope 50 32 47 55 47 55 3 Floor System 13 81 13 81 13 81 4 Roof System 17 85 17 01 17 01 5 Finishes 39 19 35 96 35 96 6 Specialties 58 28 58 99 59 00 7 HVAC System 12 66 18 41 18 41 8 Plumbing System 13 89 16 45 16 89 9 Electrical System
3. Manager Campus Maintenance Architect Plumber Foreman e Custodial Supervisor M E Engineer Carpenter Foreman Electrician Foreman HVAC amp R Foreman Planner TC 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 The Research Data Analyst compiles the
4. Montana State University MSU Bozeman Great Falls COT Montana State University MSU Bozeman Main Campus Mortana State Universtiy MSUNarthem Main Campus Close Form FIELD NAME FIELD TYPE Agency dropdown list Site alphanumeric Site Code numeric 2 digit value from 1 to 99 Enter Edit Site Data 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 user
5. C Interior Doors Hardware Windows 8 Plumbing System Component A Fixtures B Supply Piping C Waste Piping D Floor Finishes D Interior Columns Beams A Floor Structure 4 Roof System B Stair Treads Risers A Structure 6 Specialties 9 Electrical System A Building Service E Wall Finishes B Lighting A Toilet Partitions C Distribution B Signage Directories D Voice Data C Fixed Seating Risers 10 Conveying A Elevator L ift D Chalk Tackboards Cabinets 11 Safety System A Egress B Covering C Insulation Systemi Component iDef Cat 1 7 i Deficiency i PI 7 HVAC System A Heating B Ventilating C Cooling 1 Percentof B Extinguishing System C Exit Emergency Lighting Alarms D Asbestos Hazardous Material E ADA Accessibility Explanation Replace all zone pumps and balance FCI AUDIT FORM LEGEND Recorded during Preparing for an Inspection phase Building Name from Facilities Inventory The building is automatically generated from the FCI database See FCI Audit Form on page B 20 for directions on selecting buildings page A 6 Building Type Age Class from Building Type Age Class Categories listed on page A 3 The building type age class is automatically generated from the FCI database Building Number from Facilities Inventory The building
6. 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 Report Menu and its Sub Menus Es Report Menu 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 The screen shown at left appears when a u
7. Display Report Cancel 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 s Select Report Parameters Select Site s MSU Billings COT MSU Billings Main Campus MSU Bozeman Auxiliary MSU Great Falls COT MSU Northern Main Campus Deficiency Category Selection Pre defined Deficiency Categories User selected Deficiency Categories C Def Cat 7 Building Enhancements Only Select Building s Romney Gymnasium Sherrick Hall m 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 To build a customized report make the following selections site
8. Back to Main Menu e vvmuum 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 m Summary Reports Menu Component Summary by Building Building Summary Deficiency Category Summary Site Summary vvVvVv Back to Report Menu B 1 Entering Inspection Data m Database Reports Menu Component Pricing Detail System Pricing Summary Site List Building List Basic Database Reports E gt gt gt gt Back to Report Menu m Basic Database Reports Menu Agencies by Program Building Type Building Age Classes Building Funding Sources Deficiency Categories System and Component List b bbhbh Back to Database Reports Menu 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 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
9. 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 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 amp 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 11E Handicap Accessibility FCI Workshop Manual A 6 COST SUMMARY BY BUILDING TYPE AGE CLASS EXAMPLE 2011 2012 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
10. 84 66 90 67 85 Prison Jail Facilities 15 Cost SF System 15A 15B 15C Number System Name Pre 1950 s 1950 70 s 1980 s 1 Foundations 5 09 3 99 3 99 2 Envelope 48 08 49 54 49 54 3 Floor System 36 94 36 94 36 94 4 Roof System 6 74 6 41 6 41 5 Finishes 20 83 19 12 19 12 6 Specialties 75 14 94 86 99 79 7 HVAC System 12 91 25 82 25 82 8 Plumbing System 76 69 87 33 88 24 9 Electrical System 15 24 16 87 18 51 10 Conveying 7 42 6 75 6 75 11 Safety System 16 26 16 26 15 93 Building Class Total Cost SF 321 34 363 89 371 04 Parking Facilities 16 Cost SF System 16A 16B 16C Number System Name Pre 1950 s 1950 70 s 1980 s 1 Foundations 6 86 5 76 5 76 2 Envelope 36 34 32 70 32 70 3 Floor System 10 92 10 92 10 92 4 Roof System 0 25 0 23 0 23 5 Finishes 2 74 2 52 2 52 6 Specialties 0 80 0 80 0 80 8 Plumbing System 2 64 2 94 2 95 9 Electrical System 4 40 4 90 5 40 10 Conveying 4 31 3 92 3 92 11 Safety System 7 34 7 34 7 01 Building Class Total Cost SF 76 60 72 03 72 21 FCI Workshop Manual A 10 SAMPLE Inspection Responsibilities FCI INSPECTION RESPONSIBILITIES Pre Inspection Logistics O 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 Inspection team consists of may vary
11. 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 audit of Name of Building on Date of Inspection from approximately 9 00 a m to 11 00 The FCI provides a periodic evaluation of the condition of the institution 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 twelve people with backgrounds in pertinent disciplines who will inspect all areas of the building As Building Supervisor you are the communication liaison between Facilities and the faculty staff and students that use Name of Building Therefore you may collect occupants comments regarding deferred maintenance issues affecting the physical condition of the building and provide them to me in advance 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 November 3 2015 TO Dan Stevenson Victoria Drummond Candace Mastel Dennis Raffensperge
12. a dropdown field allows a user to select from the resulting list Computer Program User s Manual B 14 An example of the Component Summary by Building report is shown below WE Report Component Summary by Building FCI Program iE File Record i QS dj Funding Sources Awila 4 Federal Non State N Private State 9 Bldg Montana State University Facilities Condition Inventory Component Summary by Building Building Name Site MSU Bozeman Main Campus System Foundations 1 Component Exterior Steps Retaining Walls B 113 127 118 139 109 103 116 112 101 400 11 122 108 132 129 405 Johnson Cheever Hall CooleyLab Engineering Physical Sci Herrick Hall LewisHall Marsh Laboratory McCall Hall Montana Hall Plant BioScence Building Renne Library Sherrick Hall Tayor Hall Visual Communications Building Wilson Hall Wool Lab Component Footings Foundation Walls A 527 113 127 303 109 126 630 103 104 112 121 11 107 108 102 132 1108 So 6th AJM Johnson Hall Cheever Hall 41333 83 806 31415 150 730 40 387 42 131 31 198 10488 39725 40 480 163 069 18298 9 197 41 495 84 708 7440 2324 41333 63 806 9614 40387 29 102 3 193 42 131 65 563 10488 93390 163 069 49 395 9 197 37014 41 495 Component Summary by Building Funding Source 5 Deficiency Categories 1 and 2 sius Typ
13. building will likely affect how much time the team spends not only on inspecting the building but also on conducting the Building Review Session On the first time a building is inspected the entire audit may be expanded from about 8 30 to 3 00 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 e Distribute Building and Roof Plans e Read FCI Report from previous and most recent audit e Circulate Work Order History e Circulate Custodial Report e Read pertinent LRBP List items e Read Projects Database List items e 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 DAMAGE WEAR OUT Potential for serious damage to the b
14. 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 O 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 FCI Workshop Manual A 12 SAMPLE Facility Inspection Schedule FACILITY INSPECTION SCHEDULE CYCLE 7 Team Leader Mark Cusack Month eerie e Building October 14 2009 Herrick November 18 2009 Reid December 9 2009 Cooley January 13 2010 esses AJMJ February 10 2010 EPS March 10 2010 ees ChemBiochem Building April 14 2010 eerte Roberts Hall 12 2010 nee Cheever Hall June 9 2010 naien Cobleigh Hall July 1472010 rh teet peer eee Visual Comm Building August 11 2010 sse Black Box September 8 2010 Traphagen Hall October 13 2010 este
15. grouped by system and sorted by system components Renewal costs are provided for each item and subtotaled 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
16. number is automatically generated from the FCI database Building Systems and components being evaluated from Building Systems and Components listed on 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 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 listed on page A 19 item noted The entire component represents 100 Deficiency Categories 1 Safety 2 Damage Wear out 3 Codes Standards 6 Aesthetics 7 Building Enhancements non FCI items 4 Environmental Improvements A 21 Description of the deficiency including location and the action suggested The team assigns a deficiency category to each deficiency using deficiency category definitions The team uses a percentage to indicate how much of the component is deficient for the particular 5 Energy Conservation Conducting an Inspection SAMPLE FCI Audit Form 11 pages Option 2 BUILDING NAME Reid Hall BUILDING TYPE AGE CLASS 3C SYSTEM H amp V System 7 SYSTEM COMPONENTS 7 Heating 7B Ventilation 7C Cooling
17. or the Page Up and Page Down buttons It is also possible to select a record by clicking on its row in the grid 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 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 Main Menu and Related Entry Forms 28 Main Facilities Condition Inventory Menu The Main Menu appears when a user starts the FCI program These are the ar Site Entry Edit Building Entry edit Building Entry Edit __ Audit Data Entry Edit Audit Data Entry Edit _ Report Menu Report Menu Help Exit FCI Program AU menu options shown above are described in the following section as items A through I Help ExitFCI Program Computer Program User s Manual B 2 Site Entry Edit Form Es Enter Edit Site Data Enter Edit Site Data Select Data Mode s Entry Site Site Code Record M 1ofl Search d MSU Billings Main Campus Montana State University MSU Bozeman Auxiliary Montana State University
18. 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 8 30 a m 9 15 a m 9 15 a m 11 00 a m 11 00 a m 12 00 p m Roundtable Review Session The Inspection Team planner engineer plumber foreman electrician foreman carpenter foreman refrigeration foreman CAD Technician Architect custodial supervisor Information Technology Center representative heating maintenance supervisor meets in the Facilities Services Conference Room to review background data the previous Deficiency Detail by Building Report and specific aspects of the building being inspected On Site Inspection Session Inspection Team accompanied by Building Supervisor begins inspection of each building system Exit Session The Inspection Team reviews updates the previous Deficiency Detail by Building Report based on the On Site Inspection Session 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
19. 11 imn Pagelofl Deficiency Categories 1 Safety 2 Damage Wearout 3 CodesStandards 4 Emironmentai Improvements 5 Energy Conservation amp Aesthetics 7 Building Enhancement KK No Filter Caps Lock Num Lock Computer Program User s Manual B 16 An example of a Building Summary report is shown below 2 Report Building Summary FCI Program 200 File Record Type a question for help x QU dj esed Montana State University Facilities Condition Inventory m shard Building Summary Federal F aree e Replacement Cost 449 375 926 Replacement cost includes building s without deficiencies PI suce 9 Renewal Cost 32 435 962 Deficiency Ratio 7 2 Gross Area bldgs Bldg Building Name weficiencies Site MSU Bozeman Main Campus Replacement Total 449 375 926 Includes buildings without defiiencies Total 32 435 962 Funding Source State Total 1 837 088 Avg 524462 Total 449 375 226 Total 32 435 962 527 1108 So 6th 2 324 140 34 325 150 39 932 113 AJM Johnson 41 333 242 94 10 041 852 2 311 947 147 Animal Bioscience Buildina 38 988 253 91 511 72 685 2571 148 Black BoxTheater 14 300 5228 49 4 098 550 817847 127 Cheever Hall 83 806 228 93 14 607 108 5827347 119 Cobieiah Hall 5258 20 323 945 726 51970230 118 CooleyLab 31415 3290 48 9 125 428 5893017 138 Culbertson Hall 48 500 242 94 11 880 285 51850774 139 Engineerina Physical Sciences 150 730 5252 09 538 148
20. 14 06 15 59 17 12 10 Conveying 5 92 5 38 5 38 11 Safety System 17 89 17 89 17 56 Building Class Total Cost SF 253 33 255 42 257 08 A 7 Categorizing and Coding Building Data Vocational Shops 6 Cost SF System 6A 6B 6C Number System Name Pre 1950 s 1950 70 s 1980 s 1 Foundations 12 98 11 89 11 89 2 Envelope 23 61 23 04 23 04 3 Floor System 18 16 18 16 18 16 4 Roof System 13 85 12 79 12 79 5 Finishes 11 71 10 70 10 70 6 Specialties 3 16 3 21 3 22 7 HVAC System 12 22 16 34 16 34 8 Plumbing System 8 97 10 15 10 24 9 Electrical System 11 73 13 08 14 43 10 Conveying 26 34 23 94 23 94 11 Safety System 20 36 20 36 20 03 Building Class Total Cost SF 163 09 163 66 164 78 Central Heating Facilities 7 Cost SF System 7A 7B 7C Number System Name Pre 1950 s 1950 70 s 1980 s 1 Foundations 9 43 8 26 8 26 2 Envelope 29 77 28 57 28 57 3 Floor System 27 57 27 57 27 57 4 Roof System 12 75 11 85 11 85 5 Finishes 7 30 6 67 6 67 6 Specialties 1 41 1 44 1 44 7 HVAC System 3 12 7 79 7 79 8 Plumbing System 4 98 5 64 5 68 9 Electrical System 9 46 10 53 11 60 10 Conveying 5 27 4 79 4 79 11 Safety System 18 56 18 56 18 23 Building Class Total Cost SF 129 62 131 67 132 45 Warehouse Storage 8 Cost SF System 8A 8B 8C Number System Na
21. 763 1772008 Gaines Hall 96 993 521 25 25 340 391 59030 301 Hamilton Hail 27 745 256 96 7 129 623 5970735 128 Haynes Hall 42 104 242 54 10 229 167 5552728 303 Heating Plant 9 814 188 84 1 794 357 33038 109 Herrick Hall 40 387 220 38 39 304 761 51713015 126 Howard Hail 29 102 5270 98 7 888 060 3559333 4 Huffman Building 8 875 336 38 2 918 183 85704 630 Kellogg Center 3 193 295 30 394 525 111 925 120 Leon Johnson Hall 112 011 252 82 28 319 741 2 196 649 103 Lewis Hall 42 131 220 38 3 708 561 31414719 104 Linfield Hall 86 563 14 233 727 1280344 Marsh Laboratory 31 198 3290 48 5 000 356 2 098 005 232 McCall Hall 10 488 205 44 53 413 320 5137072 40 tt FCI Version 1 1 8 Page 1 of 2 KK No Filter B 17 Building Reports Database Reports Menu Es Database Reports The screen shown at left appears when users choose Database Reports from the Reports Menu Datab ase Reports These are the Database Reports Menu options Component Pricing Detail System Pricing Summary System Pricing Summary E 4 Site List List Building List Basic Database Reports Basic Database Reports Back to Report Menu Users cannot make selections for 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
22. AUDIT DATE 12 14 2011 BUILDING NUMBER 115 Page of 1 EXPLANATION OF DEFICIENCY Deficiency Categories 2 Damage Wear out 1 Safety 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 Deficiency Category Percent of System Component 1 thru 7 Deficiency Explanation 7 A 2 1 Replace all zone pumps and balance Modify existing penthouse HV unit and mixing 7 B 2 75 boxes Modify and replace controls on multi zones 7 B 4 55 and balance 7 FCI AUDIT FORM LEGEND 7 Recorded during Preparing for an Inspection phase Building Name from Facilities Inventory The building name is automatically generated from the FCI 7 database Q 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 Building Number from Facilities Inventory The building number is automatically generated from 7 the FCI database Building System being evaluated from Building Systems and Components listed on page A 6 Predefined components of the system being evaluated from Building Systems and Components Recorded during Conducting an Inspection phase The team identifies where a def
23. Facilities Condition Inventory Workshop Manual and Computer Program User s Manual Last updated 7 9 2015 C Users p16k746 Documents SUBVERSIONLOCALWIN FClApplication FCI2015 FClAppInstallation FClUserManual doc Contacts for Assistance for Technical assistance with the FCI computer program or audit process contact Julie Snapp 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 julie hancock2 montana edu for Administrative assistance with the FCI computer program training or audit process contact Victoria Drummond AICP Associate University Planner Facilities Planning Design amp Construction Montana State University P O Box 172760 Bozeman MT 59717 2760 406 994 7914 Fax 406 994 5665 e mail Victoria drummond montana edu or Matthew Hume Data Research Analyst Facilities Planning Design amp Construction Montana State University P O Box 172760 Bozeman MT 59717 2760 406 994 4213 Fax 406 994 5665 e mail matthew hume montana edu TABLE OF CONTENTS msc ITE 1 FCI WORKSHOP MANUAL PIPER 1 Categorizing and Coding Building Data Building Type Age Class siriani rene e see E ber A 3 Fundine Types ce 4 Cost Correction Factors by Building Square A 5 Building Systems and Components
24. Record illustrate Net Asset Value improvement 2 Operational Tool e Identify prioritize schedule maintenance projects e Facilitate efficient use of resources e Record illustrate improvement at plant level e Detect and reduce excessive or inefficient maintenance Goals of the Facilities Condition Inventory A To systematically and routinely identify existing deficiencies in the State of Montana s physical assets To identify appropriate corrective action that would maintain the State of Montana s physical assets at a desired level of condition To maintain the Facilities Condition Inventory records by inspecting all state buildings on a periodic scheduled basis 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 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 e Campus Maintenance Manager Mechanical Electrical Engineer Arch
25. abs 4 96 993 25 340 391 General Classroom Office 3 27745 7 129 633 General Classroom Office 3 42104 10 229 167 Central Hesting Facilities 7 9 614 1 794 357 General Classroom Office 3 40 387 9 304 761 General Classroom Office 3 29 102 T 7 886 060 General Classroom Office 3 8 675 i 2 918 182 Apartment 1 3 Story 11 3193 3942925 Tesching Research Labs 4 112011 28 319 741 General Classroom Office 3 424131 9 706 561 General Classroom Office 3 65 563 14233727 Tesching Research Labs 4 31 198 Le 9 062 395 Tesching Research Labs 4 10 488 T 3 413 320 General Classroom Office 3 39725 9 504 206 General Classroom Office 3 93 390 21 227 547 Tesching Research Labs 4 40 480 11 457 054 Teaching Research Labs 4 64958 3 17 324 948 General Classroom Office 3 18 500 i 5 229 210 General Classroom Offioe 3 91 167 gt 20 445 111 Library 28 163 069 30 241 146 General Classroom Office 3 49 395 11 380 114 Athletic Facilities 5 53 074 13 373 587 General Classroom Office 3 18298 5172113 mD mmooor rmmr r rmnm mnmm m oomommmomooumm IA oh o o NON ON o o d OO 0 N o QN ON o gt Q b N Md NON A i eed AZ AA j j1F E Building List FCIVersion 1 1 8 8 23 2011 Site MSU Bazeman Main Campus Page 5 of 8 CapsLock Num Lock B 19 Building Reports Basic Database Reports Menu base Reports Building Types Building Age Classes zu Bac
26. aluation 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 proc
27. 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 Select Building dropdown list El Enter Edit Audit Data ES Edit Enter Audit Data Filter by Site SelectDataMode Select Building o een Save Record 14 lofi M ni Search n Rec System Component Def Cat zx Date Lst LI pdt Desc Dt T Close Form Active checkbox Date date MM DD YYYY System dropdown list Component dropdown list Deficiency dropdown list Category Percent numeric whole numbers lt 100 Action Alphanumeric View of Fo
28. ction SAMPLE Facilities Condition Inventory Audit Form Cover Page FACILITIES CONDITION INVENTORY AUDIT FORM CAMPUS Montana State University Bozeman DATE OF INSPECTION November 3 2015 BUILDING NAME Leon Johnson Hall BUILDING TYPE AGE CLASS 4B INSPECTION TEAM i 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 SAFETY DAMAGE WEAR OUT CODES STANDARDS ENVIRONMENTAL IMPROVEMENTS ENERGY CONSERVATION AESTHETICS BUILDING ENHANCEMENTS N OQ amp N FCI Workshop Manual A 20 SAMPLE FCI Audit Form Paper Saver Option 1 D Building Name 2 Bld Age Class Reid Hall General Classroom Office 3B Audit Date Building Number 115 1 Foundations Component A Footings Foundation Walls B Exterior Steps Retaining Walls 2 Envelope 3 Floor System A Exterior Walls B Exterior Windows C Exterior Doors Hatches 5 Finishes Component A Interior Wall Systems B Ceilings
29. d 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 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 Computer Program User s Manual B 4 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
30. e a question for help 178 216 52 36 510 241 515 569 7 687 546 041 4 803 11 044 36 975 54 707 36 653 1217 529 063 32 365 528 663 32 351 446 018 53785 51 670 54 82 34 903 516 316 2 625 11 285 17 021 362 449 3 981 209 006 27 336 53 91 7 725 54 411 8 382 FCI Version 1 18 Page 1 of 13 Deficiency Categories 1 Safety 2 Damage Wearout 3 CodesStandards 4 Emironmentai Improvements 5 Energy Conservation amp Aesthetics 7 Building Enhancement KK No Filter B 15 Ta Building Reports An example of a Deficiency Category Summary report is shown below r 2 Report Deficiency Category Summary FCI Program DX File Record a question for help 2 8 X amp Q Ft z Close Montana State University Facilities Condition Inventory Ra Ct O Federal Deficiency Category Summary Non State N Private State 9 Site Replacement Cost 5449 375 926 Renewal Cost Site Name MSU Bozeman Main Campus Deficiency Category 2 Damage Wear Out 32 435 962 Deficiency Category 3 Codes and Standards 5 599 854 Deficiency Category 4 Environmental Improvements 2 060 050 Deficiency Category 5 Energy Conservation 5 887 404 Deficiency Category 6 Aesthetics 808 887 46 792 157 AA I MM Deficiency Category Summary FCIVersion 11 8 Funding Source S 8 23 20
31. ection 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 withi
32. eees B 2 Site Entry Edit FOr PL B 3 Building Entry Edit Form sua ER Re E RR EXC e ER EE eC e ERR EA B 4 Audit Entry Edit FOr vase rare vate facts ERR RE REX RE IRSE RAE vate RE cate RR RN A B 6 Building Reports so repo de Doe peo lia iii B 8 Report Menu and its 5 0 8 Deficiency Detail Report Menu and Related Selection Forms B 9 Summary Reports Menu and Related Selection Forms B 14 Database Reports Menu cere ehh sere sere sere sere eren ere eren rennen B 18 Basic Database Reports Menu B 20 FCI Audit Form Menl s eve oett teo no ER Er irc B 20 ECL EXDOFT En Ore RR IERI RR SIERO RR IERI Et B 21 FOREWORD 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 properly conducted building ev
33. ess 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 it
34. following background data e Building specific FCI Audit Forms fill in date 84x11 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 1 FCI cycle Space Management Study if applicable Custodial Report A 11 Preparing for an Inspection O 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 O 1 The Research Data Analyst provides copies of the background data for each team member DO 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 O 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 O 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
35. for each system f Report Component Pricing Detail FCI Program x i File Record Type a question for help 2 8 x amp 100 Close MH gt Gi _ ix j 100 dose amp Facilities Condition Inventory Component Pricing Detail by Building Type Age Class and System Cost Sq Ft E Component Age Class A B C Building Type General Classroom Office 3 System Foundations 1 System Totals 6 08 4 98 4 98 Footings F oundation Walls A 3 89 Footings F oundation Walls A 3 89 Footings F oundation Walls A 3 89 Exterior Steps Retaining Walls 2 19 Exterior Steps Retaining Walls B 1 10 Exterior Steps Retaining Walls B 1 10 System Envelope 2 System Totals 18 13 18 41 18 41 Exterior Walls A 5 00 Exterior Walls A 5 00 Exterior Walls A 5 00 Exterior Windows B 6 00 Exterior Windows B 7 06 Exterior Windows B 7 06 Exterior Doors Hatches C 1 15 Exterior Doors Hatches C 1 15 Page 11 oA Caps Lock Num Lock peg Oda mmm UG Computer Program User s Manual B 18 For the Building List the primary sort grouping and page breaks are by site and the buildings are listed alphabetically by Building Name WE rptBuildingList FCI Program NTC i File Record Type a question for hep 8 X QI Montana State University Facilities Condition Inventory Building List Site MSU Bozeman Main Campus Funding C
36. 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 11 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 21A 21B 21C 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 28 28A 28B 28C Police Station 29 29A 29B 29C T
37. iciency exists using items defined in 5 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 Description of the deficiency including location and the action suggested 3 Codes Standards 6 Aesthetics 7 Building Enhancements non FCI items FCI Workshop Manual A 22 4 Environmental Improvements 5 Energy Conservation 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 n 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 Users can view Help or return to a previous menu m Main Menu Site Entry Edit Building Entry Edit Audit Data Entry Edit m Report Menu Help Exit FCI Program m Report Menu Deficiency Detail Reports Summary Reports Database Reports FCI Audit Form Paper Saver Option 1 FCI Audit Form 11 Pages Option 2
38. iency Detail Report Selected Deficiency Range FCI Version 1 1 8 Deficiency Categories 1 and 2 Pagelofl Deficiency Categories 1 Safety 2 Damage Wearout 3 CodesStandards 4 Environmental Im movemens 5 Energy Conservation 6 Aesthetics 7 Building Enhancements KK No Filter B 13 Building Reports Summary Reports Menu and Related Selection Forms Es summary Reports he screen shown at left appears when a user chooses Summary Reports from the Reports Menu Summary Reports These are the Report Menu options Component Summary by i Component Summary by Building Building Building Summary Building Summary Deficiency Category Summary Deficiency Category Summary Site Summary Site Summary Back to Report Menu __ Back to Report Menu a The screen shown at left appears Select Site s Select Funding Source s when chooses Component MSU Bilings COT Summary by Building Building MSU Bilings Main Campus Summary Deficiency Category n E Summary or Site Summary from MSU Great Fals COT the Summary Reports Menu MSU Northern Main Campus To build a customized report make the following selections site s funding source s and priorities predefined or user selected Def Category Selection Pre defined Deficiency Categories C User selected Deficiency Categories C Def Cat 7 Bldg Enhancements Only Clicking on a down arrow for
39. itect Planner Carpenter Plumber Electrician Planner Heat Maintenance Manager Refrigeration Custodial Manager Building Supervisor Information Technology Manager e CADD Technician Example MSU Billings e Associate Planner MSU Bozeman e Facilities Engineer MSU Bozeman e Facilities Director MSU Billings e Tradesmen MSU Billings 2 Consult staff members with applicable expertise e Building Supervisor e ADA Advisor e Custodial Supervisor 3 Team Approach e 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
40. k to Database Reports Menu he screen shown at left appears hen users choose Basic Database eports from the Database Reports enu hese are the Basic Database eports Menu options Agencies by Program Building Categories Building Age Classes Building Funding Sources Deficiency Categories System and Component List Back to Database Reports Menu sers cannot make selections for asic Database Reports FCI Audit Form Menu E Select Report Parameters FCI Program d File Record gt Select Site s Select Building s MSU Billings COT MSU Billings Main Campus MSU Bozeman Auxiliary MSU Bozeman Great Falls COT MSU Bozeman Main Campus MSU Northern Main Campus Roberts Hall Romney Gymnasium Sherrick Hall Visual Communications Building Wool Lab Display Report Cancel The screen shown at left appears when users choose FCI Audit Form Paper Saver from the Report Menu The program will generate a FCI Audit Form as shown on page A 21 for each building that a user selects The inspection team will record audit results on each of these forms The program completes the following fields on each form building name 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 wil
41. l 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 21815 Tr Type a question for help Main Menu Close Page Setup Print Main Menu E Site Entry Edit _ Building Entry Edit _ Audit Data Entry Edit FCI Program Version 1 1 0 Enter Ed t Site Information stant amp Inbox Microsoft Outlook iSeries Navigator C viteeckeduprolderlrc C3 Vi BackedUpFolder Fcr e FCIUserManual doc Co 3 FCI Program Adobe Photoshop C53 ie 8 29am 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 The fourth option FCI Data Export Format contains data from all three of these customer tables plus additio
42. me Pre 1950 s 1950 70 s 1980 s 1 Foundations 8 84 7 74 7 74 2 Envelope 22 23 21 07 21 07 3 Floor System 14 33 14 33 14 33 4 Roof System 12 75 11 85 11 85 5 Finishes 6 84 6 25 6 25 6 Specialties 0 89 0 91 0 92 7 HVAC System 3 65 7 30 7 30 8 Plumbing System 4 67 5 29 5 33 9 Electrical System 8 87 9 87 10 88 10 Conveying 4 94 4 49 4 49 11 Safety System 17 42 17 42 17 09 Building Class Total Cost SF 105 43 106 52 107 25 FCI Workshop Manual A 8 Food Services 9 Cost SF System 9A 9B 9C Number System Name Pre 1950 s 1950 70 s 1980 s 1 Foundations 15 88 14 78 14 78 2 Envelope 42 91 43 77 43 77 3 Floor System 11 07 11 07 11 07 4 Roof System 17 48 16 21 16 21 5 Finishes 42 32 38 79 38 79 6 Specialties 23 46 23 83 23 92 7 HVAC System 31 41 58 43 58 43 8 Plumbing System 27 89 32 80 33 57 9 Electrical System 20 15 21 74 23 33 11 Safety System 26 60 26 60 26 27 Building Class Total Cost SF 259 17 288 02 290 14 Residence Halls 10 Cost SF System 10A 10B 10C Number System Name Pre 1950 s 1950 70 s 1980 s 1 Foundations 5 84 4 74 4 74 2 Envelope 19 08 19 19 19 19 3 Floor System 43 89 43 89 43 89 4 Roof System 2 91 2 77 2 77 5 Finishes 61 99 57 39 57 39 6 Specialties 7 74 8 11 8 20 7 HVAC System 16 44 20 57 20 57 8 Pl
43. n 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 will create the unexpected results listed in the Initial Component Displayed 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 11E 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
44. na State University Facilities Condition Inventory Deficiency Detail Report Selected Deficiency Range Area Correction 116 Last Audit Date Site MSU Bozeman Main Campus Building Hamilton Hall Building Type General Classroom Office 3A Age Class Const Date 1910 Deficiencies 1 10 Entry Component System Envelope 2 376 Exterior Walls A System Roof System 4 38 Covering B 1990 Covering B 1991 Covering B System Finishes 5 385 Ceilings B 1982 Interior Doors Hardware Windows C System Plumbing System 8 3567 SupplyPiping B Initial Entry 05 08 2002 05 12 1993 05 11 2005 05 11 2005 05 08 2002 05 11 2005 05 14 2008 Last Def Update Cat 06 08 2011 05 12 1993 05 11 2005 05 11 2005 06 08 2011 06 08 2011 06 08 2011 Gross Area 27 745 Sq Ft Report Renewal Cost Cost Sq Ft 256 96 Deficiency Ratio Replacement Cost 7 129 633 Def Unit Cost Totals 5 580 Totals 412 5 412 5 412 Totals 5 1454 10 61 Totals 5 Comp System Renew Replace Cost Cost Description 8 046 383 477 58 046 Repoint exterior walls at fire escape 17 145 223 625 5 15 Repair soffit 575 Replace restore parapet cover 5 5 Replace flashings throughout 29 002 1 669 972 20 171 Patch and paint on 3rd and 4th floors 58 831 Replace repair door hardware and doors on 3rd and 4th floors 23 625 891 724 23 05 eee Defic
45. nal calculated pricing information 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 FCI Program p laj x i File Record Type a question for help Select Data To Export Building Data FCI Data FCI Data Export Format _ Site Entry Edit _ Building EntryEdit _ Audit Data EntryEdit _ Report Menu _ Help _ Exit FCI Program FCIProgram Version 1 1 0 Export Site Data Thank you for taking the time to read through this manual For more information and to download FCI program visit it Also visit for more information or additional resources from Montana State University Computer Program User s Manual B 22
46. newal 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 Building 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 Over 200 000 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 1B 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 JA Structure 3B Stair Treads Risers System 4
47. onst Age Gross Replacement Building Source Year Class Building Type Area Cost Floors 1106 So 6th State S AJM Johnson Hall State S Animal Bios cience Building State S Black Box Theater State S Cheever Hall State S Chemistry Research Building Non State N Cobleigh Hall State S Cooley Lab State S Culbertson Hall State S Engineering Physical Sciences State S Gaines Hall State S Hamilton Hall State S Haynes Hall State S Hesting Plant State S Herrick Hall State S Howard Hall State S Huffman Building State S Kellogg Center State S Leon Johnson Hall State S Lewis Hall State S Linfield Hall State S Marsh Laboratory State S McCall Hall State S Montana Hall State S Museum of the Rock ies State S Plant BioScience Building State S Plant Growth Center State S Plew Building State S Reid Hall State S Renne Library State S Roberts Hall State S Romney Gymnasium State S 122 Sherrick Hall State S House Single Family 31 2 324 326 150 General Classroom Office 3 41 333 10 041 852 Tesching Research Labs 4 39 986 11 752 685 General Classroom Office 3 14 300 4 096 950 General Classroom Offioe 3 63806 14 607 108 Tesching Research Labs 4 89613 23412292 Tesching Research Labs 4 92741 23 945 726 Teaching Research Labs 4 31 415 9 125 429 General Classroom Offioe 3 48 300 11 880 255 Teaching Research Labs 4 150 720 38 149 763 Teaching Research L
48. own Hall 30 30A 30B 30C House Single Family 31 31A 31B 31C Building Type Age Class Codes based on building use and construction date Construction Date A 3 Categorizing and Coding Building Data Building Use 3 32 A Pre 1950 s 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 amp M is funded by the State Auxiliary Operations and Maintenance 0 amp M is funded by the consumer Non State Operations and Maintenance 0 amp M is funded by another entity such as non profit organizations or individuals that provide donations Federal Operations and Maintenance 0 amp 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 re
49. r Tom Pike Loras O Toole Gary Gramer Kent Porter Mark Cusack Rick Holland Randy Bolin Tom Nowak Lloyd Hansen Bill Sullivan Scott Richardson Cindy Tirrell ITC Brenda York Chris Catlett EJ Hook 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 1 2 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 FCI cycle Items are
50. re ere Leon Johnson Hall November 10 2010 Marsh Lab December 8 2010 Sherrick Hall January 12 2011 esses Linfield Hall amp Wool Lab February 9 2011 nnnm Montana Hall March 9 20T T aite Kellogg ACE Language Ctr Aprl13 2011 tette Romney Gym M y 11 20114 Huffman Building June 8 201 laa elet Hamilton Hall July 19 2011 5d cnt itte Wilson Hall August 10 2011 eee Tietz Hall September 14 2011 Animal Bioscience Building October 12 2011 niet Plew Physical Plant Heating Plant November 9 2011 Howard Hall December 14 2011 Renne Library January 11 2012 sees Museum of the Rockies February 8 2012 eene Gaines March 145 2012 sscscccsssiccdescscacceesnestenseacce Lewis Hall April 11 20E2 iiit metere Haynes Hall May 9 2012 sim Ege McCall Hall June 15 2012 Taylor Hall Julv 11 2012 rever etes Culbertson Hall August 5 2012 reet eee te Plant Growth Center September 12 2012 Plant Bioscience Complex cc Victoria Drummond Candace Mastel Dan Stevenson Dennis Raffensperger Loras O Toole Bob Lashaway Jeff Butler A 13 Preparing for an Inspection SAMPLE Notice to Building Supervisor Memo TO Building Supervisor Hall
51. rm Upon Entering Edit Mode ES Enter Edit Audit Data Edit Enter Audit Data Filter by Site MsU E ozeman Main Campus v Select Data Mode C Entry Select Building Wilson Hall activate Record 3587 v Building Name Wilson Hall v Active Date 6 11 2008 Last Update Date 6 11 2008 System Electrical System v Component Voice Data Def Cat 2 DamageAWear Qut Percent 50 Active Component Total 50 Priorities 1 6 Action Replace voice data systems Save Delete Recor 4 1 1of4s ni 4 Search Rec Act Deac DA gt Electrical System 50 Plumbing System Fixtures Damage we 52 6 11 2008 6 11 2008 3584 Plumbing System Waste Piping Damage we 52 6 11 2008 6 11 2008 3583 HVAC System Heating Damage we 22 6 11 2008 6 11 2008 3582 HVAC System Heating Damage we 2 6 11 2008 6 11 2008 1 Aui J Close Form v 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 Audi
52. s building s and priorities 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 alphabetical by Building Names 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 An example of a Deficiency Detail by Building report is shown below ff Report Deficiency Detail by Building FCI Program File Record Type a question for help f x amp Montana State University Facilities Condition Inventory De ar Deficiency Detail by Building 2 o Site MSU Bozeman Main Campus Area Correction 0 96 Last Audit Date 7132011 0 Building Wilson Hall Gross Area 84 708 SqFt Report Renewal Cost 1 115 063 OF 6 Building Type General Classroom Office 3B Cost Sq Ft 224 26 Deficiency Ratio 5 9 DO Age Class Const Date 1974 Replacement Cost 18 996 616 Comp System Entry Initial Last Def Def Unit Renew Replace Component Entry Update Cat Cost Cost Cost Description System Foundations 1 Totals 26 683 404 904 326 Exterior StepsRetaining Walls B 06 12 1996 07 13 2011 2 30 105 526 683 Repair replace all exterior retaining walls and planters Sys
53. s 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 ABSTRACT The Facilities Condition Inventory FCI A B C What is an FCI e periodic evaluation of the condition of an institution s physical assets e 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 while a 2 year cycle might be appropriate for an institution with 6 24 buildings Why perform the FCI e Informa proactive maintenance management program e Provide data and information to those making budget resource allocation decisions e Educate governing agencies e Provide a common groundwork for evaluation by the legislature and other state entities The FCI is a Dual Purpose Tool 1 Budget Tool e Solicit additional maintenance funding e Demonstrate and forecast Long Term Resource needs e Recognize and quantify the value of facilities as an institutional asset e dentify prioritize areas of greatest need e
54. s 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 Fal Ester EGit Building Data FIELD NAME FIELD TYPE Edit Enter Building Data Site dropdown list Select Data Mode Entry O Edit n m Agency automatic fill in Site Gore Agency Montana State University Building No Building Name I Oo i Building No numeric Construct Year Gross Sq Feet No of Floors 1 1 Building Name alphanumeric Undo LX z Funding Source dropdown list Record 4 1 of 1 gt Search Building No Site Building Name Funding Source Bldg a b 101 MSU Bozeman Main Campus Montana Hall State Gene 1 102 MSU Bozeman Main Campus Traphagen Hall State Gene Bldg Category dro pdown list 103 MSU Bozeman Main Campus Lewis Hall State Gene T04 MSU Bozeman Main Campus Linfield Hall State Gene y Construct Year Numeric 4 ln cose ro Gross Sq Feet Numeric No of Floors Numeric Enter Edit Building Data The screen shown above appears when a user chooses Building Entry Edit from the Main Menu The form defaults to Entry mode which u
55. ser 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 8 Deficiency Detail Report Menu and Related Selection Forms The screen shown at left appears when a user chooses Deficiency i 4 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 i mm Back to Report Menu tail Reports from the Report These are the Deficiency Detail R ports Menu options 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 2 Select Report Parameters FCI Program ES File Record m Select Site Defidency Category Selection Select Funding Source s Auxiliary C pre defined Deficiency Categories User selected Deficiency Categories C Def Cat 7 Bldg Enhancements Only IDeficency Categories 1 6
56. sers 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 an
57. t 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 filter 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 filter so that only audit records associated with that building will be displayed in the grid Active While 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 lt tab gt or lt enter gt key is another way to select the record The form s middle s
58. tem Envelope 2 Totals 130 366 1 496 790 327 Exterior Walls A 06 15 1999 07 13 2011 20 480 581 320 Replace all exterior masonry 328 Exterior Walls A 06 11 2002 06 11 2002 480 520 330 Replace soffits at window recesses and walking bridge 2027 Exterior Windows B 06 08 2005 06 08 2005 5 5678 528 716 Replace window hardware System Roof System 4 Totals 55 032 527 731 2033 Covering B 2 297 5 032 Repair concrete topping at bridge and patios System Finishes 5 Totals 133 372 3 904 192 925 Ceilings B 06 11 2002 06 11 2008 5 10 94 46335 Replace ceiling tile 331 Floor Finishes D 06 15 1999 06 15 1999 5 5809 534 264 Replace worn out carpet 2034 Wall Finishes E 06 08 2005 06 08 2005 10 623 52 773 Patch and paint interior walls System Specialties 6 Totals 563 023 3579 Fixed Seating Risers C 06 11 2008 07 13 2011 2 80 093 563 003 Replace existing fixed seating in classrooms Deficiency Detail by Building FCI Version 1 1 8 Deficiency Categories 1 and 2 Pagelof2 Deficiency Categories 1 Safex 2 Damage Wearout 3 Codes Standards 4 Environmental Im movemens 5 Energy Conservation 6 Aesthetics 7 Building Enhancements KK No Filter B 11 Building Reports Ea Select Report Parameters Select Site s Select Building s MSU Bilings COT MSU Billings Main Campus MSU Bozeman Auxiliary MSU Great Falls COT MSU Northern Main Campus Leon Johnson Hall Deficiency Category Selec
59. tion Pre defined Deficiency Categories Deficiency Categories 1 2 C User selected Deficiency Categories C Def Cat 7 Building Enhancements Only Lowest Deficiency Percentage to Display E Highest Deficiency Percentage to Display IE gt pisptay Report Cancel 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 the following selections site s building s and priorities 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 alphabetical by Building Names Clicking on the down arrow for the 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 will display on the report Computer Program User s Manual B 12 An example of a Deficiency Detail Report Selected Deficiency Range is shown below ffi Report Deficiency Detail by Building FCI Program Fie Record amp Qi dose meal La a question for help 2 B x Monta
60. uilding 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 Inspe
61. umbing System 32 49 37 00 37 39 9 Electrical System 20 72 23 06 25 39 10 Conveying 20 88 18 98 18 98 11 Safety System 15 27 15 27 14 94 Building Class Total Cost SF 247 25 250 97 253 45 Private Single Family and Multiple Unit Residences 11 Cost SF System 11A 11B 11C Number System Name Pre 1950 s 1950 70 s 1980 s 1 Foundations 8 32 7 22 7 22 2 Envelope 26 52 26 51 26 51 3 Floor System 28 83 28 83 28 83 4 Roof System 5 04 4 70 4 70 5 Finishes 43 10 40 22 40 22 6 Specialties 5 72 5 72 5 72 7 HVAC System 21 71 28 74 28 74 8 Plumbing System 27 76 32 16 32 72 9 Electrical System 15 52 16 91 18 29 10 Conveying 8 72 7 93 7 93 11 Safety System 13 84 13 84 13 52 Building Class Total Cost SF 205 08 212 78 214 40 A 9 Categorizing and Coding Building Data Utility Tunnel Structures 12 Cost SF System 12A 12B 12C Number System Name Pre 1950 s 1950 70 s 1980 s 1 Foundations 9 56 8 47 8 54 2 Envelope 32 00 29 41 29 79 3 Floor System 6 04 6 04 6 12 4 Roof System 9 35 8 83 8 90 5 Finishes 1 74 1 60 1 64 6 Specialties 0 66 0 66 0 69 7 HVAC System 0 07 0 26 0 28 8 Plumbing System 2 11 2 32 2 36 9 Electrical System 5 11 5 11 5 60 10 Conveying 0 00 0 00 0 00 11 Safety System 4 20 4 20 3 93 Building Class Total Cost SF 70
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