Facility Condition Assessments and how to manage all that data

We speak with school district and commercial facilities managers on a regular basis, and we hear about the struggle they sometimes go through regarding facility condition assessments. Just getting the assessment completed can be a challenge, especially in a fast growth district. There is so much going on each day that it’s difficult to get an assessment performed.

Even so, it’s important to take stock of what you have. A facility condition assessment should provide you with:

  • The current condition of your building systems such as HVAC, Roof, Flooring, etc

  • A prioritization of the deficiencies found

  • A cost estimate for correcting any deficiencies

  • Insight into the effective age of building systems and an estimate of future lifespan

  • Identification of any code deficiencies that need to be corrected

In recent years, school districts have engaged architects or engineering firms to perform an assessment. Depending on the number and age of campuses, this process can take a few weeks to a few months. The result is typically something that looks like this:


We’ve seen a report for a very large district, and it was TWO BINDERS, each about 4 inches thick. That’s a lot of paper. We asked who had read the report or who used it…

The other format that the data tends to be delivered in is PDF. We would say that is better than paper, but still not that useful. You need the ability to do some analysis on the assessment data. It is possible to export from PDF to Excel, assuming that you have Adobe Acrobat.

At a minimum, we would suggest that you request the assessment data in CSV or Excel format. Better yet, use BondPlanner and have the data entered directly into a database. There are architecture firms that use BondPlanner for this in support of districts that they work with.

Even if BondPlanner isn’t used at the time of the assessment, we can import data from a variety of sources. Doing this requires mapping of fields (basically the labels for the data) from the source to BondPlanner.

Once your assessment data is in BondPlanner, you can have access to an interactive report that looks like this:

BondPlanner Facility Assessments interactive report

BondPlanner Facility Assessments interactive report

This interactive report is just one of of several that we provide with BondPlanner. We give you a view to your campus details, feeder patterns, planned projects, building systems, bond scenarios and more.

The key to all of this is having a facility condition assessment performed. Once that is done, you can begin the process of planning facility and funding needs. Simply put, here are the steps to take:

  • Determine who will perform assessment

  • Perform assessment

  • Assemble data

  • Review data

  • Report

  • Plan

At BondPlanner, our goal is to enable fast, easy access to your facilities planning and management data in order to make you more effective (and efficient). Having fast access to data and reports that support your plans and decisions can instill even greater confidence in your department.

When you’re ready to learn more, we’re here for you. We typically schedule an hour for a demo, and we usually wrap up on time.