Assessing and Budgeting for Exterior Building Maintenance

1. Assessing and Budgeting for Exterior Building Maintenance and EvaluationsBuilding a Facility Management Team and Data Base for Diocesan and Religious Institute StructuresAUS1807Presented to:CCFM (Austin, TX)April 10, 2018 Presented By: Josh Tatum Building Engineering-Consultants, Inc. John Conlon FacilityTree

2. Credit(s) earned on completion of this course will be reported to AIA CES for AIA members. Certificates of Completion for both AIA members and non-AIA members are available upon request. This course is registered with AIA CES for continuing professional education. As such, it does not include content that may be deemed or construed to be an approval or endorsement by the AIA of any material of construction or any method or manner ofhandling, using, distributing, or dealing in any material or product. ___________________________________________ Questions related to specific materials, methods, and services will be addressed at the conclusion of this presentation.

3. Course Description • Part One: The first part of this presentation will help Facility Maintenance Personnel, Facility Managers and Finance Officers recognize building envelope defects (walls, windows, doors and roofing) and identify trigger points to call a Professional for assistance. In other words, a guide to identify problems before they become problems and forecast solutions. • Part Two: Now that you have the data, what do you do with it? The second part of this presentation will explore the benefits that can come from this data, and what structures and team members are needed to maximize the value and insure that is sustainable and ongoing.

4. Learning Objectives At the end of the program, participants will be able to observe and identify defects within the building envelope before they become problems, using examples. At the end of the program, participants will be able to better forecast maintenance and solutions for their building envelopes, using real data and using examples. At the end of the program, participants will be able to understand the importance of facility management data and how it impacts real estate, property, construction, risk and facilities operations, using examples. At the end of the program, participants will be able to understand effective strategies for obtaining, developing and maintaining a centralized facility database, using examples.

5. Definitionof Exterior Building Envelope All the components that make up the outer shell of the building that are intended to keep moisture out. A physical separator between the conditioned and unconditioned environment of a building. • Roofs (Shingle, Tile, Single-Ply, Roll Roofing…etc) • Walls (Masonry, Stucco, EFIS, Metal, Lap Siding…etc) • Exposed Concrete or Wood (Columns & Beams) • Windows & Doors (Aluminum, Wood, Stained Glass, Storefront…etc) • Items related to the overall waterproofing (Sealants & Coatings)

6. Whatis the Problem?

7. Whatis the Problem?

8. Whatis the Problem? LACK OF DIRECTION

9. Original Plan (Specification) • Make yourself an ark of resin wood; make rooms in the ark and cover it inside and out with pitch. This is how you are to make it; the length of the ark shall be 300 cubits, its width 50 cubits. Make the roof for the ark and finish it one cubit above and set the door of the ark in its side. Make it with lower, second and third floor decks. Genesis 6:14

10. Whatis the Problem? LACK OF KNOWLEDGE (sometimes desire)

11. Whatis the Problem?

12. Whatis the Problem? Out of Site… …Out of Mind.

13. Whatis the Problem? Looks Good?

14. Whatis the Problem?

15. Whatis the Problem?

16. Whatis the Problem? WE HAD A PLAN (BUT THE PLAN DID NOT WORK)

17. Whatis the Solution? • COLLECT THE DATA • BE PROACTIVE, NOT REACTIVE • DEVELOP A PLAN

18. Whatis the Solution? COLLLECT THE DATA At a Minimum: Complete Annual Inspections Best Practice: Asset Evaluations • Purpose of the evaluation is to provide a general assessment of the existing component’s condition, their anticipated service life and provide general recommended corrective action for prioritizing possible repair work. • Report needs to include a description & general condition of the components, an accurate opinion regarding the remaining useful life of components and an estimate for repair and/or replacement costs.

19. Whatis the Solution?

20. Whatis the Solution?

21. Whatis the Solution? BE PROACTIVE, NOT REACTIVE Best Practice: Existing Buildings: • Building Assessment Evaluations • Accurate Analysis and Data Collection • Experienced Designers and Contractors • Implement Proper Maintenance Protocols New Construction Projects: • Design Peer & Submittal Reviews • Periodic Quality Assurance Site Observations • Testing to Verify Compliance

22. Whatis the Solution? DEVELOP A PLAN Best Practice: Forecast

23. Part Two: • Part Two: Now that you have the data, what do you do with it? The second part of this presentation will explore the benefits that can come from this data, and what structures and team members are needed to maximize the value and insure that is sustainable and ongoing.

24. Now what? Common Scenarios Data is not a paper weight • How do you keep it alive • Maximize it’s value • Make it actionable

25. Silos of Information Common Scenario Facilities Real Estate Risk Construction

26. Some Silos Can Be At Risk

27. Data Needed for Operations

28. Interdependent Facilities Real Estate Risk Construction • Operations are Interdependent • The data is systemic impacting all o • Diocesan Departments • Risk Management • Construction • Facilities • Property • Parishes

29. Use It & Share ItCentralized Database • The data is systemic impacting areas of the Diocese • Diocesan Departments • Risk Management • Construction • Facilities • Property • Parishes

30. Recognize Common Data Parishes Facilities Real Estate Risk Construction Property, Parishes, Buildings • The nomenclature is key • Need systemic unique identifier • For example • 62-0001-001 • Parish- Building

31. Centralized Database Parishes Risk Management Properties Parishes Buildings Facilities Construction Real Estate & Property

32. Diocese Benefits of Centralized Data • Continuity • Collaboration • Less duplication of data • Increased Efficiency • Historic Data • Increased Awareness & Accountability • Focus on deferred maintenance before new project

33. Parish Benefits • Access to Parish Data Managed by the Diocese • Continuity (Priest change) • Empower Committees • Vendor Management • Asset Life Cycle Reporting • Deferred Maintenance

34. Forecasting

35. Common Bond • Common Bond besides…faith • US & Them • Foster & Enhance the Parish / Diocese Relationship • Diocese is an Important Resource for the Parishes Providing Expertise

36. Goals & Best Practices • Establish goals:Internal Department, Diocese & Parish • Foster communication • Preferred Vendors – Reduce Costs • No vacant properties • Provide all Documentation to Parishes • Streamline Construction Projects • Identify & Plan for Deferred Maintenance

37. Data Resources - Diocese • Insurance Appraisals • Legacy data • Leases • County / Gov. Records • Vendors • Engineering & Facility Studies

38. Data Resources - Parish • Insurance Appraisals • Legacy data • Leases • County • Vendor • Engineering & Facility Studies

39. Best Practices for Data Management • Establish Authority of Specific Data • Operational Data • Establish Diocesan Standards • Nomenclature • Asset Standards • Building Standards • Service Agreement & PM Procedures • Interact with the data on an operational level –daily process • Share the data • Strategic Data - Periodic • Insurance Appraisals • Engineering Studies • If Regularly Recurring Data – Automate Update Process

40. Asset Standards

41. Building Standards

42. Best Practices for Data Management • Require Service Providers to Use Diocesan Standards • Diocesan & Parish Vendors • Require data in an importable format • Operational Data • Establish Diocesan Standards • Nomenclature • Asset Standards • Building Standards • Service Agreement & PM Procedures • Strategic Data - Periodic • Insurance Appraisals • Engineering Studies • If Regularly Recurring Data – Automate Update Process

43. Recap Data is not a paper weight • Keep it alive • Maximize it’s value • Make it actionable

44. Recap Facilities Real Estate Risk Construction

45. Recap • Common Denominator Nomenclature • Property, Parish, & Building IDs 2. Centralize in a Database 3. Keep it Alive Establish Strategic & Operational Processes

46. Questions? Thank You! Josh Tatum 850-461-4004 jtatum@be-ci.com John Conlon 630-881-9410 jpconlon@FacilityTree.com