Transcript WSHOP A1 MoE CA Intro Presentation

An Introduction to
Condition Assessments
Joanne Moyer, Ministry of Education
Background
Why a Condition Assessment Method?
• Common Standard and approach to Condition
Assessments
• National database for use by Schools, 10YPP
Consultants and Ministry local and national
offices
• Identify needs versus wants
• Support strategic policy development
• Reduce the cost, and simplify
About 10 Year Property Plans (10YPP) /
5 Year Agreements (5YA)
• Ministry website –
www.education.govt.nz
• 10YPP Consultant conducts
condition assessment to
create ‘baseline’ for a 10
Year Property Plan (10YPP)
Review School Charter
Engage 10YPP
Consultant
Undertake Condition
Assessment
Undertake ILE Assessment
Develop 10YPP
Obtain Ministry Approval of
10YPP
Review and update 10YPP &
Condition Assessment
10YPP Consultants
• Schools must engage a supplier from the 10YPP Consultant
Panel for their region
• Schools use a Ministry standard contract to engage their
consultant
• 10YPP Specification - sets out all of the activities and outputs
which are now required as part of a 10YPP
• Panel supplier performance management.
Objective of a Condition Assessment
• Condition Assessment is a forecast of ‘future
maintenance liability’
– Provides a baseline 10 year cost to ‘maintain’ current
assets and their current function.
– Input into future capital investment and 5YA funding
– Not the 10YPP
• A condition assessment is not a capital enhancement
plan, e.g.
– Upgrading to Innovative Learning Environments (ILE)
– Change of use works
– Expansion works, e.g. roll growth
Key Concepts
Not a “Defects” survey –
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Works over $5,000 - small and minor items do not add value, eg $150/hr Assessor describing $50
problems
Works combined into ‘common sense’ packages, eg paint exterior including easing windows and
other minor repairs
Not a Preventative Maintenance Plan –
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BWOF and regular service contracts already manage this aspect
Should not include day-to-day operational maintenance, e.g. guttering cleaning or wash-downs
Focus is on larger forecast maintenance works, eg re-paint whole block, not an individual room
80% of the data is already known –
•
Uses combined knowledge of Principal, Caretaker, 10YPP Consultant and Trade Contractors
The ‘Assessment’ needs regular update –
•
Too many records increases costs each time – make it simple and repeatable
The 7-Step Process
Step 1 – Strategic Impacts
What are Strategic Impacts?
• Planned actions that will affect the use and/or condition
of a building now or in the future
Why are they important?
• To ensure a building’s level of maintenance reflects its
current and future use –
– Planned Capital works that impact existing structures
– Prevents wasted effort – e.g. Conducting condition
assessments on buildings due for demolition
– Describes what effect an action has had on a condition
assessment
– Demonstrates that the School & Ministry manages
strategically – i.e. maintenance condition reflects real
needs not wants
Step 2 – Maintenance Standards
What are these?
– A means to explain to an Assessor what they should
assess, e.g. the building has a short life term therefore
fix only urgent items, leave the rest
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A – Specialist
B – General
C – Minimal
D - Mothball
Step 3 – Assessments
• Desktop
– A facilitated workshop using existing knowledge.
Participants include:
• School Principal, Caretaker, Other relevant property staff
• Trade Contractors (optional)
• 10YPP Consultant (facilitator)
• Physical
– Detailed inspection by qualified inspector (traditional)
– Follows the ‘Desktop’ – ensure all works have been
captured and identify any specialist issues that may
require further investigation, e.g. sewer problems,
etc.
Step 3 – Assessments cont.
• What should be included?
– All buildings on site and external areas (playgrounds, car park,
etc), e.g. include buildings that are part or 100% Board owned.
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What are the Impacts?
Which Maintenance Standard?
External elements - roofing, gutters, painting, structural, paving
Internal elements - floor & wall linings, painting
Services – are there any issues with plumbing, heating, lighting, etc
– Ask the right questions –
• What is the budget estimate for the whole work? e.g. Internal re-paint
• How long can we delay doing the work? – (1st five year or 2nd
five year period)
• What frequency (No. of Years) before it is due again?
Step 4 – Data Capture
• Priorities
1
Health and Safety
A work that if not completed in the year shown will result in a breach of
Health and Safety Regulations
2
High Operational Risk
A work that if not completed in the year shown will result in a major
failure that prevents continued operation of the school or a school
program
3
Asset Preservation
A work that if not completed in the year shown will result in
unacceptable deterioration of the school assets/buildings
4
Low Operational Risk
A work if not completed in the year shown could result in a minor
disruption to operation of the school or a school program
5
Life Cycle Replacement
A work that is not a priority 1-4 but is required to ensure the ongoing
functionality of the asset or building
Note: most works in a condition assessment will be Priority 3 or Priority 5
Step 4 – Data Capture cont.
• Trade Codes, e.g. Plumber, Electrician, Painter
• Job Types
Code
CYC
Job Type Codes
Cyclical Maintenance
Description
Re-painting on a cyclical basis both External and Internal
PRO
Programme Maintenance
Re-painting under a long term contract, usually an annual amount
CAP
Capital Maintenance
Works over $5,000 that are needed to preserve the school in
accordance with the condition standards and ensure the school
can continue operating for the foreseeable future, as planned.
These works exclude any modernisation works that enhance the
functionality of these assets or expand capacity of the building.
WTP
Weather Tightness
Major works related to the Ministry’s Weather Tightness Program
EQW
Earthquake Works
Major repairs, rectifications, replacements and strengthening
works identified as a result of an earthquake and/or structural
engineering assessment
Step 4 – Data Capture cont.
• Minor and Operational
Maintenance
– Immediately report urgent
Health & Safety Matters
– Notify schools of any hazards
identified, for inclusion on
school hazard register
– Use the Minor Items Data
sheet to record other low cost
items as needed
– Provide a copy to the school
– Upload a scanned copy into
MPlan as a Strategic Impact if
you want to keep a record
Infrastructure Reports
• 5 mandatory specialist reports:
• Electrical Services / Plumbing Services / Boiler & Heating / Plumbing
Services / Roofing
Condition Assessment Reports
•
10YPP Reports – 1. Strategic Impacts, 2. Capital Maintenance, 3. Cyclical Maintenance
Facility Name
Somes Island Area School
Sum of Cost
Column Labels
Row Labels
2015/16
2016/17
2017/18
2018/19
2020/21
Grand Total
CAP
Block 3
Lifecycle replacement
$35,000
Replace carpet (80%) and vinyl (20%)
$35,000
Replacing x4 heat pumps
$20,000
$55,000
$35,000
$20,000
$20,000
Block 4
Asset Preservation
$30,000
$30,000
Replace roof, as per Infrastructure Report.
$30,000
$30,000
Lifecycle replacement
$5,000
$5,000
Replace ceiling mounted sockets and plus above Stage, as per Infrastructure Report
$5,000
$5,000
Lifecycle replacement
$52,000
$52,000
Replace heat damaged light fittings, as per Infrastructure Report
$52,000
$52,000
New 3 Class Block SPG
Somes Island Area SCHOOL
Lifecycle replacement
$10,000
$10,000
Block 7 - replace 2 heat pumps
$10,000
$10,000
UPPER LOWER BLOCK
Lifecycle replacement
$40,000
$40,000
Replace toilet pans, sinks and partitions and repaint walls
$40,000
$40,000
WTP
Block 3
High Operational Risk
$400,000
Weather-tightness works - cladding replacement and roof replacement. Confirmed with BIP Case
Manager and updated Dec 2015.
Grand Total
$400,000
$400,000
$97,000
$30,000
$400,000
$400,000
$45,000
$20,000
$592,000
Condition Assessment Reports
• Multiple Schools / Job Type
• Multiple Schools / Trade
Step 6 – Integrate into 10YPP
• Assess the 10 year Condition
Assessment Forecast
– Economic viability old assets
• Assess School Strategic Plans
– roll expansion/ contraction,
changed teaching requirements, ILE
Review School Charter
Engage 10YPP
Consultant
Undertake Condition
Assessment
Undertake ILE Assessment
• New Capital Enhancements
– reduced maintenance, e.g. replace
old building with new – change the
forecast
Develop 10YPP
Obtain Ministry Approval of
10YPP
Review and update 10YPP &
Condition Assessment Data
Step 6 – Integrate into 10YPP cont.
Step 7 – Review and Update
• Updated as works completed or things change
• New condition assessment completed each time a
school enters a new 5YA
• Ministry run annual data audits - feeds into the Panel
Performance Management system.
Questions & Answers
• Questions & Answers
http://www.education.govt.nz/school/property/