5000
Facilities Management |
This category contains data elements
regarding the methods of managing educational facilities, including
information relative to the type of management, protocols, and
services used to operate and administer a facility. |
|
5000 |
Facility Operations Management
Type |
|
The type of management arrangements whereby a
district oversees and manages its facilities operations. |
|
1 |
School district management |
|
|
The school district supervises and employs district
staff in the schools and the central office for cleaning, maintenance,
and repair. |
|
2 |
Private sector management |
|
|
The school district contracts with a private
sector company for the supervision and staffing for school-based
cleaning, maintenance, and repair. |
|
3 |
District and private sector management |
|
|
The school district supervises and employs district
staff for cleaning, maintenance, and repair, but also contracts
with a private sector company for support in the cleaning, maintenance,
and repair of its schools and other facilities. |
|
4 |
Nonschool public sector management |
|
|
School district building cleaning, maintenance,
and repair are the responsibility of a nonschool governmental
agency or public authority. |
|
99 |
Other |
5010 |
Facility Capital Program Management
Type |
|
The type of management organization for planning,
design, and construction of major capital projects. |
|
1 |
School district management |
|
|
The school district procures and oversees the
design and construction services for its capital projects. |
|
2 |
Private management |
|
|
The school district contracts with private program
managers who procure and oversee the design and construction
of its capital projects. |
|
3 |
Nonschool public agency management |
|
|
A nonschool governmental agency procures and
oversees the design and construction of the school district's
capital projects. May be a municipal clerk of the works, separate
building authority, or even the Army Corps of Engineers. |
5020 |
Facilities Plan Type |
|
The type of management and accountability plan.
|
|
1 |
Emergency response plan |
|
|
A plan that addresses the immediate and short-term
effects of an emergency or disaster. Response includes immediate
actions to save lives, protect property, and meet basic human
needs. |
|
2 |
Maintenance plan |
|
|
A plan that includes the specific scope, schedule,
responsible party, estimated cost, and source of funds for routine,
preventive, and predictive maintenance of a district or school.
|
|
3 |
Educational facilities master plan |
|
|
A long-term plan (often 10 years) that describes
the scope, schedule, and cost estimates to bring all facilities
up to desired standards from current conditions. |
|
4 |
Capital improvement plan |
|
|
A 5- or 6-year plan, based on the master plan,
that sets priorities and budgets for school-specific major capital
projects, such as component replacement, system upgrades, whole
or partial school modernization, new construction, and site
acquisition. |
|
5 |
Energy management plan |
|
|
A plan that includes historical utility consumption
and cost data and targets, with scope of work and schedule to
meet cost and consumption targets. |
|
6 |
Hazardous materials management plan |
|
|
A plan that identifies hazardous materials in
the building and/or site and describes scope of work, schedule,
cost, and appropriate entities to carry out the plan. |
|
99 |
Other |
5030 |
Facilities Plan |
|
A description of the management and accountability
plan. |
5040 |
Facilities Plan Cost |
|
The estimated total amount of the facilities plan.
|
5050 |
Cleaning Standard |
|
The standard for cleanliness, and benchmarks for
how much space can be assigned to one properly supplied custodian
to meet these standards. |
|
1 |
Level 1 cleaning |
|
|
"Spotless" cleaning, such as might be
found in a hospital or corporate suite. One custodian should
be able to clean 10,000 square feet in an 8-hour period. |
|
2 |
Level 2 cleaning |
|
|
Intensive cleaning, reserved for areas such
as restrooms, special education areas, kindergarten areas, or
food service areas. One custodian can clean approximately 11,000-18,000
square feet in an 8-hour period. |
|
3 |
Level 3 cleaning |
|
|
Cleaning required to ensure the health and comfort
of building users. One custodian should be able to clean 19,000-25,000
square feet of space in 8 hours to this standard. |
|
4 |
Level 4 cleaning |
|
|
Not generally acceptable for a school environment.
One custodian cleans 26,000-46,000 square feet in an 8-hour
period. |
|
5 |
Level 5 cleaning |
|
|
Not considered healthy. One custodian can clean
47,000-80,000 square feet in an 8-hour period. |
5060 |
Maintenance Standard |
|
The standard for maintenance of a component, system,
or building. |
|
1 |
Run to fail |
|
|
An approach to maintenance in which management
allows equipment and parts to run until they break down or wear
out beyond repair. |
|
2 |
Routine |
|
|
A work-order based approach to maintenance that
addresses lists of broken items, deteriorated finishes or equipment/parts
nearing the end of their life cycle, maintenance required as
a result of normal wear and tear, equipment/parts that should
be fixed or replaced during a regular work day eliminating the
need for overtime pay. |
|
3 |
Emergency |
|
|
A plan that addresses the maintenance in which
a critical system, component, equipment, or furnishing breaks
down and must be repaired to secure the safety of students,
staff, or visitors and/or for operation of the program or service
to continue. Unexpected events beyond normal wear and tear may
mandate overtime, as situations may have to be dealt with immediately.
|
|
4 |
Preventive |
|
|
The process of performing scheduled equipment
inspection, testing, and repair services. Activities are performed
on a scheduled basis annually, or more frequently, to identify
additional maintenance or required systems testing. |
|
5 |
Predictive |
|
|
The process of monitoring selected performance
data for a system, component, or equipment against a baseline
reference to identify and predict impending failures for just-in-time
maintenance attention. A system of maintenance in which computers
and software are used to forecast the failure of a piece of
equipment based on its age, user demand, and various performance
measures. |
3040 |
Facility Standard |
|
An indication of the district or state requirements
or guidelines for the design and construction of school facilities.
|
|
1 |
Design guidelines |
|
2 |
Space standards |
|
3 |
Master construction specifications |
|
4 |
Health and safety standards |
|
5 |
Energy performance standards |
|
6 |
Site guidelines |
|
99 |
Other |
5070 |
Baseline Utility Type |
|
The type of utility in an equipment, building,
or set of buildings. |
|
1 |
Electricity |
|
2 |
Natural gas |
|
3 |
Oil |
|
4 |
Water |
|
5 |
Sewer |
|
6 |
Telephone |
|
7 |
Internet |
|
99 |
Other |
5080 |
Baseline Utility Cost |
|
The calculated utility cost of operating and maintaining
a utility before carrying out any utility efficiency improvements.
|
5090 |
Energy Conservation Measure (ECM)
|
|
The type of modification to, or replacement of,
a piece of equipment or building shell/system that increases
energy efficiency. |
|
1 |
Window replacement |
|
2 |
Installation of energy controls |
|
3 |
HVAC replacement |
|
4 |
Lighting replacement |
|
5 |
Insulation improvements |
|
99 |
Other |
back to top |
|
|
5100 |
Utility Provider Type |
|
An indication of whether utilities are supplied
to a site or a building by a company or provider. |
|
1 |
Self-generated |
|
2 |
Purchased |
5110 |
Energy Source |
|
The power source for a system. |
|
1 |
Gas |
|
2 |
Electric |
|
3 |
Oil |
|
4 |
Solar |
|
5 |
Wind |
|
6 |
Geothermal |
|
7 |
Coal |
|
8 |
Nuclear |
|
9 |
Water |
|
99 |
Other |
5120 |
Energy Service Company (ESCo)
|
|
The name of the company that designs, procures,
finances, installs, maintains, and guarantees the performance
of energy conservation measures in an owner's facility or facilities.
|
5130 |
Estimated Cost to Eliminate Deferred
Maintenance |
|
The estimated cost to bring systems, components,
finishes, fixtures, or equipment to a state of good repair.
|
5140 |
Work Request Type |
|
A description of the work requested. |
5150 |
Job Type |
|
The type of trade needed to meet work order job
requirements. |
|
1 |
Carpentry |
|
2 |
Custodial |
|
3 |
Electrical |
|
4 |
Safety and environmental |
|
5 |
Glazing |
|
6 |
Grounds |
|
7 |
Energy management |
|
8 |
Masonry |
|
9 |
Painting |
|
10 |
Plumbing |
|
11 |
Roofing |
|
12 |
HVAC |
|
99 |
Other |
5160 |
Requested Date of Completion
|
|
The month, day, and year that the school-based
personnel initiating the work order request would like to have
it completed. |
5170 |
Work Order Priority |
|
A determination of the urgency of a work order.
|
|
1 |
Emergency |
|
|
Needs same-day response; use of overtime is
authorized. |
|
2 |
Regular |
|
|
Needs scheduled response; use of overtime is
not authorized. |
|
3 |
Low |
|
|
To be accomplished on an as-resources-permit
basis. |
5180 |
Work Order Date Scheduled |
|
The month, day, and year that work is scheduled
to take place (not necessarily the date requested). |
5190 |
Work Order Time Scheduled |
|
The time that work is scheduled to take place.
|
5200 |
Status of Work Order Request
|
|
The status of the work order request. |
|
1 |
Open |
|
|
A new request for work, not yet assigned to
a worker. |
|
2 |
Assigned |
|
|
A work order assigned to a worker and in process.
|
|
3 |
Completed |
|
|
A completed work order. |
|
4 |
Reopened |
|
|
A work order that was completed, but is now
reopened. |
5210 |
Work Order Date of Completion
|
|
The month, day, and year that the work order was
completed. |
5220 |
Facilities Management Emergency
Type |
|
The type of abnormal and urgent circumstances
that disrupt the normal operation of the building, threaten
the health and safety of the occupants, or require an emergency
response. |
|
1 |
Fire |
|
2 |
Theft |
|
3 |
Bomb threat |
|
4 |
Terrorism |
|
5 |
Act of violence |
|
6 |
Hostage |
|
7 |
Hurricane and tropical storm |
|
8 |
Thunderstormsevere |
|
9 |
Earthquake |
|
10 |
Winter storm |
|
11 |
Debris flows or mudslide |
|
12 |
Tsunami |
|
13 |
Volcano |
|
14 |
Wildfiresurface, ground, or crown fire
|
|
15 |
Extreme heat |
|
16 |
Major chemical emergency |
|
17 |
Gas leak |
|
18 |
Emergency shelter need |
|
19 |
Tornado |
|
20 |
Flood |
|
99 |
Other |
5230 |
Emergency Repair |
|
A description of the urgent restoration work on
a piece of equipment, building, or grounds to original completeness
or efficiency from a worn, damaged, or deteriorated condition.
|
5240 |
Name of Response Agency |
|
The local, state, or federal agency other than
the LEA that has primary responsibility for responding to an
emergency situation. |
5250 |
Hazardous Materials or Condition
Type |
|
The type of hazardous materials or conditions
tested for at a site or building. |
|
1 |
Asbestos |
|
2 |
Lead |
|
3 |
Mold |
|
4 |
Underground storage tanks (USTs) |
|
5 |
Radon |
|
6 |
Pesticides |
|
99 |
Other |
5260 |
Hazardous Material/Condition
Testing Date |
|
The month, day, and year that the site or building
is tested for a specific hazardous material. |
5270 |
Hazardous Material/Condition
|
|
A description of the seriousness a threat or hazardous
material poses. |
5280 |
Location of Hazardous Materials/Conditions
|
|
The location at which the identified hazardous
material is found. |
5290 |
Expected Remediation Date |
|
The month, day, and year by which a hazardous
condition of a site or building is expected to be remediated.
|
back to top |
|
|
5300 |
Safety/Security Violation |
|
A description of the safety and security violation
at the site or building. |
5310 |
Citation Date of Safety/Security
Violation |
|
The month, day, and year that the site or building
is cited for safety or security violation. |
5320 |
Citation Issuing Agency |
|
The name of the agency that issues the safety
or security violation to the site or building. |
5330 |
Capital Improvement Project Type
|
|
The type or phase of a capital improvement project.
|
|
1 |
Site acquisition |
|
|
The exploration, due diligence, and purchase
related activities for the land acquisition. |
|
2 |
Environmental clean-up of site |
|
|
The due diligence and actual site clean-up of
contaminated land. |
|
3 |
Planning |
|
|
The districtwide and site specific planning
associated with the implementation of a capital improvement
plan. |
|
4 |
Design |
|
|
The phase of a capital project whereby the specific
space and construction document specifications are developed.
|
|
5 |
New construction |
|
|
The creation of a new facility; also the addition,
expansion, or extension of space to an existing facility. |
|
6 |
Demolition |
|
|
The complete removal of a structure, whether
attached or stand-alone, that is not associated with a building
renovation, remodeling, or new construction project. |
|
7 |
Remodeling of interior space |
|
|
A building project to improve the usability
and quality of space. |
|
8 |
Full modernization |
|
|
A building improvement project that replaces
all systems/components/fixtures to like-new condition and makes
major modification to interior space layout and organization
to meet program requirements, if needed. |
|
9 |
Partial modernization |
|
|
A building improvement project that involves
multiple systems or components and some modification of interior
design, but does not involve the complete removal and replacement
of all systems and components and the complete redesign of the
organization and layout of interior space. |
|
10 |
Component or systems replacement |
|
|
The replacement of an individual system or component.
|
|
11 |
Exterior modernization |
|
|
Improvements to "like new" of roof, gutters,
flashing, windows, exterior finish, and exterior doors. |
|
12 |
Site improvements |
|
|
Modifications or improvements to parking lots,
walkways, driveways, playgrounds, drainage, landscaping, retaining
walls, fences, and other outside areas. |
|
13 |
Landscaping |
|
|
Exterior beautification or landscaping of a
site, enhancement of existing exterior areas, or development
of new areas. |
|
99 |
Other |
5340 |
Capital Project Delivery Method
|
|
The method for packaging, contracting, and managing
capital improvement projects. |
|
1 |
Design-bid-build |
|
|
The traditional way of procuring public school
design and construction services, where the school district
hires an architect to fully design a school or building improvement,
puts the construction documents out for competitive bid, and
awards a construction contract to the lowest responsible bidder,
who will build the school or make the improvement based on the
architect's documents and in accordance with the school system's
construction contract. |
|
2 |
Construction management |
|
|
A method by which a project is divided into
several bid packages without a general contractor responsible
for the overall cost and contract for the project. The successful
bidders for the specific trades or work enter into a direct
contract with the school district. Several bid packages can
be bid at one time or spread over time. |
|
3 |
Construction management at risk |
|
|
A project delivery system whereby the construction
manager agrees to a maximum price contract for the satisfactory
construction of a project. |
|
4 |
General contractor method |
|
|
A method by which the general contractor is
fully responsible for the selection of subcontractors and the
overall cost of the contract for the project. The subcontractors
for the specific trades or work enter into a direct contract
with the general contractor. |
|
5 |
Design build |
|
|
A project delivery method where a single entity
is responsible for both designing and constructing a capital
improvement project. |
|
6 |
Fast track |
|
|
A method by which a project is bid while portions
of the project are still in the design phase. It generally incorporates
some aspects of the construction management process. |
|
7 |
Job order contracting |
|
|
Work assigned to approved contractors selected
on competitively bid trade-specific but undetermined scope-of-work
contracts, on a job order basis, up to a predetermined contract
amount. |
|
99 |
Other |
5350 |
Capital Project Work Type |
|
The type of work required to complete a major
capital project. |
|
1 |
Demographic research |
|
|
The process of determining the characteristics
of the local school system population and its projected changes
over time. |
|
2 |
Planning |
|
|
The phase of a capital project when educational
specifications, financing, and management plans are developed
for implementation. |
|
3 |
Site acquisition |
|
|
The phase when land is purchased, assembled,
or otherwise secured for new school construction. |
|
4 |
Architect/engineer selection |
|
|
The process of selecting the architect and engineers
who will develop the design for a capital project. The architect
and engineers may be involved in developing education specifications
and a feasibility study before design. |
|
5 |
Feasibility review |
|
|
The phase of a capital project when the feasibility
of meeting education specifications at a particular site, in
a particular building, and within a budget or schedule are assessed.
|
|
6 |
Schematic design |
|
|
The phase when the architect develops one or
more preliminary design solutions, each showing how program
goals will be met. Schematic designs are conceptual, and are
derived from requirements set forth in the educational specifications.
|
|
7 |
Design development |
|
|
The approved project concept is developed into
a detailed set of drawings tailored to the realities of the
project site. Drawings are to scale and individual spaces are
shown in detail. Input of building occupants is important at
this phase to assure a functional facility. |
|
8 |
Construction documents |
|
|
The construction documents include all drawings,
specifications, and contract information necessary to serve
as a set of instructions to a contractor. Complete construction
documents allow contractors to provide accurate bids and to
construct the project as planned. |
|
9 |
Construction procurement |
|
|
The process of selecting the contractor responsible
for implementing the approved design. |
|
10 |
Demolition/site development |
|
|
The phase of a construction project when the
site is prepared for new construction. |
|
11 |
Construction |
|
|
The phase of a capital project when modernization,
replacement, or new construction is under way. |
|
12 |
Beneficial occupancy |
|
|
The users of a facility are able to occupy the
new or improved space, even if all "punch list" items are not
complete. |
|
13 |
Close-out |
|
|
The phase of a capital project when final contract
requirements have been met and the school system relieves the
contractor of further responsibility. |
|
14 |
Post-occupancy evaluation |
|
|
A tool for assessing the quality of a completed
capital improvement project. It usually takes place between
6 and 18 months after completion of a project. |
|
99 |
Other |
5360 |
Capital Project Sequence |
|
A description of the sequence of work required
to complete a major capital project. |
5370 |
Capital Project Start Date |
|
The month, day, and year a project is approved
for expenditures. |
5380 |
Capital Project Scheduled Completion
Date |
|
The month, day, and year the project is scheduled
for completion. |
5390 |
Capital Project Actual Completion
Date |
|
The month, day, and year the project is determined
to be at substantial completion. |