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Comprehensive Guide to Facilities Condition Assessments: Components, Timing, and Execution with a CMMS

Alex Cummings
June 6, 2024

Comprehensive Guide to Facilities Condition Assessments: Components, Timing, and Execution with a CMMS

Facilities condition assessments (FCAs) are crucial for maintaining the integrity and efficiency of an organization's physical assets. These assessments provide a clear picture of the current state of facilities, helping to prioritize maintenance, plan for future capital expenditures, and ensure a safe and productive environment. In this blog, we’ll explore the components of an FCA, when to conduct them, and how to effectively act on the results using a Computerized Maintenance Management System (CMMS).

Components of a Facilities Condition Assessment

  1. Inventory of Assets:
    • Detailed List: Compile a comprehensive inventory of all facilities and related assets, including buildings, mechanical systems, electrical systems, plumbing, HVAC, and structural components.
    • Asset Details: Record essential information such as location, age, condition, manufacturer details, and maintenance history.
  2. Visual Inspection:
    • On-Site Evaluation: Conduct thorough on-site inspections to visually assess the condition of each asset. Look for signs of wear, damage, and potential issues.
    • Photographic Documentation: Capture photographs of assets to document their current condition and any observable deficiencies.
  3. System Performance Analysis:
    • Operational Testing: Evaluate the performance of critical systems like HVAC, electrical, and plumbing to ensure they are functioning correctly.
    • Energy Efficiency: Assess the energy efficiency of systems and identify opportunities for improvements or upgrades.
  4. Life Cycle Analysis:
    • Age and Usage: Analyze the age and usage of each asset to predict remaining useful life.
    • Replacement Costs: Estimate the costs associated with replacing or refurbishing assets at the end of their useful life.
  5. Condition Rating:
    • Scoring System: Develop a standardized scoring system to rate the condition of each asset. Ratings can range from excellent to poor, providing a clear indication of asset health.
    • Prioritization: Use condition ratings to prioritize maintenance and capital projects based on urgency and impact.
  6. Compliance and Safety Review:
    • Regulatory Compliance: Ensure all facilities and systems comply with relevant regulations and standards.
    • Safety Hazards: Identify any safety hazards and recommend corrective actions to mitigate risks.

When to Conduct Facilities Condition Assessments

  1. Routine Assessments:
    • Annual Reviews: Conduct FCAs annually to maintain an up-to-date understanding of asset conditions and address issues promptly.
    • Bi-Annual or Quarterly: For critical facilities or high-usage assets, consider bi-annual or quarterly assessments.
  2. Pre-Acquisition or Lease:
    • Due Diligence: Perform an FCA before acquiring new properties or entering into lease agreements to understand potential maintenance and capital expenditure requirements.
  3. Post-Disaster or Major Event:
    • Damage Assessment: Conduct an FCA following significant events such as natural disasters, fires, or floods to assess damage and plan for repairs.
  4. End-of-Life Planning:
    • Replacement Planning: Schedule FCAs as assets approach the end of their expected useful life to plan for replacements or major refurbishments.

Executing on FCA Results with a CMMS

  1. Data Integration:
    • Import Findings: Import FCA data into the CMMS, including condition ratings, photographs, and detailed reports for each asset.
    • Asset Records: Update asset records in the CMMS to reflect the latest assessment findings.
  2. Maintenance Planning:
    • Preventive Maintenance: Schedule preventive maintenance tasks based on the FCA results to address identified issues and extend asset life.
    • Corrective Actions: Generate work orders for corrective actions needed to resolve deficiencies identified during the assessment.
  3. Capital Planning:
    • Budgeting: Use FCA data to inform capital planning and budgeting, prioritizing projects based on asset condition and criticality.
    • Project Management: Track and manage capital projects within the CMMS, ensuring timely execution and completion.
  4. Performance Monitoring:
    • Ongoing Tracking: Continuously monitor the performance and condition of assets using the CMMS, adjusting maintenance plans as needed based on real-time data.
    • Historical Data: Utilize historical data from previous FCAs to identify trends and improve future maintenance strategies.
  5. Reporting and Analytics:
    • Custom Reports: Generate custom reports from the CMMS to provide insights into asset conditions, maintenance activities, and capital needs.
    • Decision Support: Leverage analytics to support decision-making, identifying areas for improvement and optimizing resource allocation.


Facilities condition assessments are an essential tool for maintaining the health and efficiency of an organization’s assets. By understanding the components of an FCA, knowing when to conduct them, and effectively executing on the results with a CMMS, organizations can ensure their facilities are safe, compliant, and performing optimally. A CMMS like FlowPath not only streamlines the process of managing FCA data but also provides valuable insights for proactive maintenance and strategic capital planning, ultimately leading to better asset management and cost savings.

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