Capital Projects / Condition Assessment / Assessment Manager
Sustainability & Risk / Sustainability Assessment / Assessment Manager

Updating Assessment Items

As an assessment manager, at any time in the assessment management process you can update an assessment item that was completed by a field inspector. For example, some sites may opt to have the assessment manager, rather than the field assessor, complete the Recommended Action field. Or, as the assessment item moves through the resolution process, you may need to update the Status field.

You can update individual assessment items by selecting their Edit buttons.

For updating certain fields, you may wish to update several records at once. Information on updating multiple records at once is found at the bottom of this topic. The fields for which you can update multiple records at once are:

To update an individual assessment item:

  1. Load the Manage Assessment Items task and select the assessment project whose assessment records you wish to update.
  2. Select the Show button to see all assessment records for this project.
  3. The system displays a form so that you can edit the assessment item's data.

    4. Field

    Purpose
    Project Name This field will already be completed with the name of this project.
    Classification Code The category of the item being assessed. This value is typically assigned when the assessment item is first created, but it can be updated at any time.

    Assessed By 

    Holds the name of the field inspector.

    Date Assessed 

    Enter the date that the assessment is taking place.

    Description

    Holds a description of the problem. You can use the Add Std Description button to enter a defined problem description from the Problem Description Codes table, and then edit it or add to it as necessary. Or, you can enter your own text into this field.

    Condition Priority 

     

    If you are updating a condition assessment, choose a description of how important this problem is from a business standpoint. Values are listed according to increasing urgency. It is important to carefully consider this value because it is used to generate the condition rating of the item. Choose from:

    • Not Entered - This is the default value for new items. You should change this value to one of the below.
    • Maintain - Regular maintenance required to maintain current status.
    • Company Image - Improvements required to enhance the public image of the company.
    • Def. Renovation -  Deferral of repairs or renovations which may eventually lead to major damage to a facility and loss of use, hamper building utilization, or affect economies of operation.
    • Cost Effective - Energy or functional conservation measures with a rapid return on investment.
    • Delayed Priority - Repairs and renovations required, but of less urgency than mission support.
    • Mission Support - Actions required to support functional activities, such as manufacturing or production equipment that requires repair to be fully functional, or rooms that require repair in order to support a productive work environment.
    • Environ. Code - Repairs, renovations, and improvements required for long-term compliance with local, state, or federal environmental regulations.
    • Facility Loss - Repairs, renovations, and improvements required to prevent serious facility deterioration and significantly higher costs if not immediately corrected.
    • Code Compliance - Repairs, renovations, and improvements required for immediate compliance with local, state, or federal building regulations.
    • Life Safety - Hazardous building or site conditions that jeopardize life safety of occupants.
    Sustainability Priority

    If you are updating an environmental sustainability assessment, choose a description of how important this problem is from a business standpoint. Values are listed according to increasing urgency. It is important to carefully consider this value because it is used to generate the environmental sustainability rating of the item. Choose from:

    • Not Entered - This is the default value for new items. You should change this value to one of the below.
    • Maintain - Regular maintenance required to maintain current status.
    • Natural Resource -  A natural resource is any earth material used by humankind. Select this value for items that utilize or affect natural resources, such as air, water, soil, timber, or minerals (iron ore, gypsum, bauxite, gold). For example, sheet rock walls typically used in interior office construction are made from gypsum and building structures often use iron ore.
    • Recyclables -- Most businesses and property management companies have some type of recycling program in place -- whether by choice or government mandate. Select this value for recyclable items or items that use recyclables, such as batteries, fluorescent lights, glass, metal, paper, plastics, rubber, and textiles. In these cases, you are measuring the effectiveness of your use, collection, and storage of recyclable materials.
    • Indoor Air Quality -- This priority value is used for items that affect the indoor air quality of your facilities. The item that impacts air quality the most is your building’s HVAC (heating, ventilation, and air conditioning) systems, however, there are other, less obvious items that can impact air quality. For example, adhesives used to adhere carpeting to the sub-floor, and certain types of pressed wood often used in interior construction, contain formaldehyde, which is emitted into the air. The goal is to improve indoor air quality by reducing indoor pollutants and improving the ventilation and mixture of fresh air.
    • Water-Save -- Use this priority value for items or areas that use potable water. For example, you can assess the efficiency of your landscape irrigation system.
    • Chemicals -- The use, disposal, and control of potentially harmful chemicals is key to environmental sustainability. Use this priority value when you are assessing items or areas that use, produce, or manage / control chemicals. Even common office equipment, such as copiers and laser printers, use chemical materials (toner and ink) that must be controlled and disposed of properly.
    • Hazardous Waste -- Hazardous Waste Agencies, such as the EPA (Environmental Protection Agency) in the United States, strictly enforce compliance with laws governing the production, mitigation, and disposal of hazardous waste (mercury, anti-freeze, paint, chlorine, cleaning solvents). Violation of these laws typically results in monetary fines and possible business shutdown. Assign the hazardous waste priority value to any item or area in you facilities that generates or deals with hazardous waste material.
    • Solid Waste -- Use this priority value for items that generate, contain, or dispose of solid waste materials, such as garbage, construction debris, obsolete office equipment, and so forth. This priority value is closely tied to Recyclables.
    • Emission -- Facility systems, equipment, and operations emit gases into the atmosphere. For example, burning fossil fuels (oil, natural gas, coal) releases carbon dioxide and sometimes nitrous oxide. Assign this priority value to any equipment or system the emits gases into the atmosphere. The most common example is your building’s HVAC system.
    • Energy Use -- Saving energy helps the environment and reduces operational costs. Assign this priority to any item that consumes energy or has the potential to affect energy usage.

    Condition Value

    Enter the current condition of the location or equipment. It is important to carefully consider this value because it is used to generate the condition rating of the item. Choose from:

    • Not Entered - Item has not been assessed.
    • Very Good - Asset has no defect; appearance is as new. No improvements needed.
    • Good - Minor improvement required. Minor system deficiencies with only marginal effect on system functions. Asset exhibits superficial wear and tear, minor defects, minor signs of deterioration to surface finishes; but does not require major maintenance; no major defects exist.
    • Fair -  Moderate improvement required. Deficiencies cause intermittent problems or affect multiple users. Uncorrected, will result in premature failure or accelerated deterioration of component or system. Asset is in average condition; deteriorated surfaces require attention; services are functional, but require attention. Backlog of maintenance work exists.
    • Poor -  Major improvement required. Critical deficiencies affecting function, health or safety. Asset is in poor condition; deteriorated surfaces require significant attention; services are functional but failing often; significant backlog maintenance work exists.
    • Unacceptable - Complete failure or loss of function. Complete replacement required. Asset has deteriorated badly; serious structural problems; general appearance is poor with eroded protective coatings; elements are broken, services are not performing; significant number of major defects exist.

    Recommended Action

    Enter the action that is needed to rectify any issues found in the condition assessment. Some sites do not have assessors complete this field during the condition assessment, but have other personnel determine the appropriate action once the condition assessment is returned. Choose from:

    • No Action
    • Clean
    • Adjust
    • Remove
    • Repair
    • Replace
    Description Enter a description of the problem. You can use the Add Std Description button to enter a defined problem description from the Problem Description Codes table, and then edit it or add to it as necessary. Or, you can enter your own text into this field.
    Location Fields These fields may already be completed for you. If not, you can select the appropriate building, floor, and room by selecting the ellipses buttons and choosing from the list of values.
    Equipment This field may already be completed for you. If not, you can select the appropriate equipment item by selecting the ellipses button and choosing from the list of values.
    Problem Location Enter precisely where the problem exists so that others following up on this item will be able to easily find the problem. For example, if you are assessing the condition of a room, you might enter "Back corner near window".
    Status
    • N/A -- This is the default status when the assessment item is created. Field assessors inspecting items typically retain this status.
    • Budgeted -- This item has been budgeted for.
    • Planned -- Items that have money approved to resolve the item, and for which work is planned out. These items are planned to be resolved in the future, but are not scheduled.
    • Scheduled -- Staff and time have been scheduled to address the item. When this status is set, you can generate one service request for resolving the item.
    • In Progress -- The work is currently being done. When this status is set, you can generate one or more service requests for resolving the item.
    • Completed -- The work is completed.
    • Completed and Verified -- The work has been completed and verified. .

To update the Condition Priority, Sustainability Priority, Condition Value, Recommended Action, Status, or Date to Perform values for multiple assessment items:

If you need to update a set of items with the same value for Condition Priority, Sustainability Priority, Condition Value, Recommended Action, Status, or Date Scheduled, you can select the set of items and update multiple items at once.

  1. Load the Manage Assessment Items task and select the assessment project whose assessment records you wish to update.
  2. Select the Show button to see all assessment records for this project.
  1. Scroll through the assessment records and select the records that you wish to update by choosing their check boxes.
  2. Click the Update Selection button.
  3. In the pop-up, choose new values for any of the following fields: 
    • Condition Value
    • Recommended Action
    • Status
    • Date to Perform
    • Condition Priority or Sustainability Priority
  1. Click OK. The system updates the selected records with the values you chose.