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Facilities Information Management: A Guide for State and Local Education Agencies
  Introductory Material
Chapter 1
  Purpose and Scope
Chapter 2
   Customizing a School Facilities Data System
Chapter 3
   Using Data Elements for Analysis
Chapter 4
   Facility Data Elements
Chapter 5
   Resources and Connections
Calculated Data Elements
PDF File (578 KB)

Illustration of a building and a crane
Facility Data Elements

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
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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 Thunderstorm—severe
  9 Earthquake
  10 Winter storm
  11 Debris flows or mudslide
  12 Tsunami
  13 Volcano
  14 Wildfire—surface, 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.
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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.

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