Facility Condition Assessment Manual and Workbook

This instruction manual outlines the standards, policies, and procedures established for the management of internal Facility Condition Assessment (FCA) services for educational facilities. Designed for use by public school districts, it provides guidance on means and methods throughout the assessment process, ensuring consistency and adherence to established good practice. The manual serves as a comprehensive reference for conducting FCA services, detailing the necessary steps, required documentation, and expectations for staff involved in the process.

A companion Excel-based workbook for collecting FCA data is available for download. Using the FCA Workbook involves a structured, multi-step process to ensure data accuracy and consistency across different school sites:

• Step 1: Save a Copy of the File. Begin by saving a copy of the FCA workbook into the designated site folder to facilitate organized data management.
• Step 2: Update Local Building Costs. Users must update the building and county cost factors to reflect current local market conditions, as the default cost model in the workbook is a placeholder.
• Step 3: Input Base Building Information. Required details must be uploaded into the “Base Information” sheet for each school site, including the district name, building name, physical address, construction year (including additions), gross square footage, and site acreage.
• Step 4: Calculate Building Material Percentages. For each “Uniformat Level III” system type, observe and record the percentage of materials used; these entries must always total 100% for each category.
• Step 5: Indicate Levels of Action. Based on a visual assessment, the user indicates what percentage of a system requires a specific level of action, ranging from minor and moderate to major repairs or full replacement.
• Step 6: Review Automated Cost Estimates. Once the base and physical condition data are entered, the workbook automatically generates a budget estimate based on pre-set factors. These automated calculations should not be altered unless specifically directed by a Facilities Director.
• Step 7: Document Deficiencies and On-Site Findings. Detailed notes must be recorded for every observed deficiency, specifying its location, room number, or directional reference. Additionally, assessors must capture a comprehensive set of photos—including the front entrance, security fencing, HVAC systems, and all identified defects—to provide a complete picture of the facility’s condition.
• Step 8: Finalize Data Before Leaving. Percentage values and action levels should be entered into the workbook before leaving the facility. For any systems that could not be physically inspected, assessors should use data provided by the facility staff. Any unique items not found in the standard worksheets should be manually added to the “Other” category at the bottom of the sheet.

In this 18 minute video, David Sturtz of Sturtz & Company describes each tab of the workbook and how to input information on a district’s buildings.

These tools were developed through a partnership between Sturtz & Co., the National Council on School Facilities, and the National Center on School Infrastructure.