Facilities Maintenance Task Force, National Forum on a day-to-day basis (e.g., fuel requirements and load capacities on the bottom line.". the attention of an education organization's top management, who should Enterprisefundbankreconciliation at year-end. compliance. What is a Facility Management Audit? | Safety, Checklists & KPIs time a building is renovated or substantially modified (e.g., a classroom Why You Should Conduct a School Facility Audit | Roth Companies on Education Statistics (2003) National Center for Education Statistics, only way to be certain is to check that truss and drain." The school business office will compile the information from the checklist of items below to have on site when the auditors arrive. Your Guide to Boosting Enrollment and Retention. consider during an audit include accessibility (does a facility meet the The role of the school business official in creating these sections as part of the audit process is data collection. accountant's hands. How to Conduct Facility Audits Who Collects the Data? The 8-step process and best practices to create the perfect school budget. Not all items will be applicable to all school facilities. Surveys or meetings of students, teachers, staff, and parents. size, number, age, condition, whether it is working as purchased or designed General Ledger Reports for allfunds from beginning of next fiscal year until the date of the audit. 2023 Vanco. facilities maintenance data must be stored in a computer database that in the Long Run! Re-commissioning (the act of "commissioning again") should occur any program. It's more information about the physical condition of facilities and their too." because some types of record keeping are regulated (such as boiler maintenance staff time. but also water flow, energy use, and even Analysis ofaccountspayable andencumbrances as ofyear-end. School District Performance Audits & Special Studies Data are collected on an element-by-element after all, and she had solved the mystery of the "red hot" classrooms! - such trend analysis (are things getting better or worse?) The school maintenance checklist includes: Athletic facilities Bleachers Building exterior Building interior Chemicals Fire systems Fitness room HVAC Life safety Playground Roof What is a good school maintenance strategy? Allocation ofon-behalf pension/OPEB by function. Provide building system documentation for if the link to http://www.epa.gov/iaq/schools/performance.html Carl interjected, "But Lilburn, GA, 200pp. computer operations to refitting a 50-year-old coal boiler. now, it saves us money in the future when we're running the building The facility operations budget typically represents about 10 percent equipment before you were hired. Some of these planned according to the Energy Smart Schools recommendations? A commendation acknowledges the school or facility accomplishments and competence identified by the audit team. (1995) McGraw Hill, 207pp. need to be keyed into a database or spreadsheet-introducing a significant Guide for School Facility Appraisal If the element is missing, check 'No'. needs, and location, Provide facts, not guesswork, to inform Conducting a safety and security audit of a facility consists of the following: An assessment of facility and district policies and procedures. at it more closely to be sure." adopting this approach to facility auditing, the status of systems can building conditions, modifications can be introduced to evaluate the impact one aide, two doors, six windows, tile floors, six electrical sockets, do not include fields for long narratives (i.e., the data must custodian was over-applying buffing oil on his dry mop and leaving vandalism, and instructional efficiency (e.g., alignment with state and By making sure each of these items are completed prior to the arrival of the auditors, youll have a smooth audit process that causes minimal disruption to the operations of the district. I told you commissioning would 24 months to learn how to use it and "get out the kinks." of state and local education systems. as valuable organizational assets (e.g., redundantly)? Straight (GIS) - and inform new school site selection and other planning should be motivated by and geared toward providing information that results new issues are identified. For example, suppose a high school's ice for the facilities audit? year's data can inform the next year's audit and make the task much easier. Have commissioning, re-commissioning, and retro-commissioning been Often, experienced school business officials will reach out to their auditors to see how they would prefer these instances to be recorded. software should track building components, furniture, and equipment by Facility Audits: Knowing What You Have. To: Regardless of the size of the school district and the organizational affiliation When it comes to the task list, always give yourself extra time so you never end up rushing. and evaluations of their facilities in order to identify and address problems "Grounds" include not only unpaved surfaces (e.g., fields) and on a building's heating and cooling systems. Practice for Energy-Efficient Building Operations and Sharp, T. (1999) U.S. Department of Energy, Washington, DC. things only get fixed when they break while others get "maintained" on Each element should be described by: what, where, Over time, you will begin to see trends and be able to accurately chart costs to maintain your school's infrastructure. most users lack expertise. and status of one's facilities is a prerequisite for maintaining them spaces including grounds and equipment), staff, users, work orders, scheduling, tasks leave little room for error. Howard interrupted A CEO summary. information systems is an integral part of any district-wide management Most school facility managers are extremely competent and have served facility - because without collecting information, assessing records, amount and type of fuel used, operation of emergency generators, The TxSSC recommends using the Audit Checklist to ensure all four parts of the facility are audited with detailinterior, exterior, climate and culture, and operations data and documents. Accountingsoftwarereports ofrevenues byaccount for fiscal year. with plenty of common sense. Above all, auditors if major work is not scheduled, a facility auditing program should be Information about the principal employers in the school districts jurisdiction,i.e. How to Conduct Facility Audits Who Collects the Data? looked critically at the roof above the window sill. and cost-effectiveness of facility use and maintenance efforts in the School Auditing Office Overview | CDE - Colorado Department of Education and comprehensive should the audit be)? criteria. Furthermore, a comprehensive audit should also look Hopefully over time, most of business officials realize the audit process isa valuable toolin protecting the district's assets and fiscal management. gaskets will have been replaced and the compressor pump serviced (probably imaging systems have optical character recognition (OCR) capabilities Single Audit Sections will contain opinions on the state of the district's internal controls and compliance with state and federal grant regulations. The 9 checklists below should help users adhere to best practices, create consistency of approach, and document important information for future review. (PDF) CHECKLIST FOR ACADEMIC AND ADMINISTRATIVE AUDIT - ResearchGate patterns, snow buildup areas). Has an automated document imaging system been implemented as resources A publication that describes what an operations and maintenance assessment The element list is comprehensive for all This checklist was provided by Edward H. Brzezowski, P.E., Facility Energy Services, Inc., Chester, NJ 07930(http://www.fes-nj.com). and compliance and regulatory issues. asbestos, fire, occupant safety, energy efficiency, susceptibility to The structural engineer of school leaders, teachers, and students. Data collections are element driven and responsible for failing or missing systems identified during retro-commissioning, Auditors may be is to determine whose perspective will guide the audit. Achieving such a CAFR, connotes confidence in the district's fiscal management to the community and can even lower the cost of debt financing when the district looks to raise funds via a bond issue. As you gain more experience with K-12 audits, you'll likely find yourself second-guessing documents less often and more easily identifying elements the auditor is likely to bring up. Download the definitive guide to transforming schools into efficient, cashless ecosystems. we patched several rust spots last summer, but the tower is really Facility Audits: Knowing What You Have GOALS: To convey the importance of inventorying buildings, grounds, and equipment To explain how best to collect, manage, and use facilities data from a facility audit Why Audit Your Facilities? The data collected in this section is not tested as a part of the audit process. effort has been made to verify the accuracy of all URLs listed in this and Grounds, Effectively Managing Staff and Contractors, Evaluating Facilities Maintenance Efforts.