Office of Facilities
Deferred MaintenanceDeferred Maintenance
UTSA Strategic Resource Planning CouncilUTSA Strategic Resource Planning Council
March 18, 2009
http://facilities.utsa.edu
Office of Facilities
TermsTerms• Deferred Maintenance (DM)
– An existing or imminent building maintenance-related deficiency from prior years that needs to be corrected, or scheduled preventive maintenance tasks that were not performed or were postponed due to insufficient funding.
• Current Replacement Value (CRV)– Essentially it is the total current cost to replace a facility or group of
facilities with comparable facilities.
• Annual Facility Maintenance Operating Expenditures– All expenditures to provide service and routine maintenance related
to facilities and grounds. Includes expenditures for major maintenance funded by the Annual Facilities Maintenance Operating Budget.
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Office of Facilities
• Fall 2008 Deferred Maintenance = $74 million• Fall 2008 Current Replacement Value = $ 1,057 million
• FCI = $74 million/$1,057 million = 7.02 %
• NACUBO FCI Recommendations– Good – 0 to 5%– Fair – 5% to 10%– Poor – greater than 10%
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Facility Condition Index (FCI)Facility Condition Index (FCI)
FCI =
http://facilities.utsa.edu
Office of Facilities
Overall DM Backlog and Facility Condition IndexOverall DM Backlog and Facility Condition Index
http://facilities.utsa.edu 4
Year GSF Calculated CRV
$(000's) Deferred Maintenance
Backlog $(000's) FCI (%) 2002 2,326,868 $ 421,584 $ 25,433 6.03%2003 2,434,245 $ 454,139 $ 27,486 6.05%2004 2,675,745 $ 530,737 $ 37,198 7.01%2005 3,141,785 $ 652,952 $ 58,648 8.98%2006 3,559,254 $ 773,494 $ 66,105 8.55%2007 3,559,254 $ 850,843 $ 72,253 8.49%2008 4,220,497 $ 1,057,301 $ 74,230 7.02%
Office of Facilities
Current Replacement Value Index (CRVI)Current Replacement Value Index (CRVI)
• UTSA Facilities Operations 2008 = approx. $6.0 million• FRRM E&G Current Replacement Value = $700.6 million
• $6.0 million / $700.6 million = 0.86%
• Recommended CRVI is 2% to 4%
Annual Facility Maintenance Operating Expenditures
Current Replacement Value
CRVI =
Represents the level of funding provided to adequately maintain the institution's educational and general (E&G) capital assets.
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Office of Facilities
Current Annual “Facilities Asset Renewal” ProcessCurrent Annual “Facilities Asset Renewal” Process
• Facilities provides annual update of UT System Facility Renewal and Rehabilitation Model (FRRM)– Provides high level forecast of major building component life cycles
and expected failures– Tracks accumulated deferred maintenance and replacement value
amounts, used in calculation of FCI
• Maintenance and Engineering staff identify specific projects based on failures or observed deterioration of system performance
• Use relatively new (2 year old) objective criteria to prioritize Deferred Maintenance projects
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Office of Facilities
Planned Annual “Facilities Asset Renewal” ProcessPlanned Annual “Facilities Asset Renewal” Process
• Implementing campus-wide formal Preventive Maintenance program• Pilot program of engineered facility condition assessments
– Supports realistic FCI calculation– Provides project specific requirements– Provides improved multi-year project planning
• Deficiency database to track identified requirements:– Improves input data for FRRM– Provides increased opportunities to address deficiencies in renovation
projects• Application of objective priority criteria assures most important work
gets done• Annual Facilities Work Plan with well coordinated, firm, weekly
schedules• Monthly Operations Reviews to manage performance
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Office of Facilities
DM Project Scoring and RankingDM Project Scoring and RankingCategory Score Condition Description Safety RAC* Weight
Human Safety
15 Injury has occurred
3.012 Injury very likely to occur 1
9 Injury moderately likely to occur 2
6 Safety related but injury not likely to occur 3
3 Safety minimally related 4
Asset Preservation
9 Imminent failure; no action requires replacement
2.58 No action causes repairable damage
6 No action causes occupant discomfort
4 No action causes cosmetic unsightliness
2 No action causes minimum discomfort or unsightliness
Program Support
5 No action strongly affects program
2.04 No action mildly affects program
3 No action strongly affects residential life or workplace
2 No action mildly affects residential life or workplace
1 No action causes no direct effect
Regulatory15 Required for compliance (, etc.)
2.05 Improves accessibility or supports expected regulations
Community Services 4 Provides benefit to the community outside of UTSA 0.5
Maximum Score is 109.5Maximum Score is 109.5 *RAC = Risk Assessment Code*RAC = Risk Assessment Code
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Deferred Maintenance Funding HistoryDeferred Maintenance Funding History
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Office of Facilities
Current Project ListsCurrent Project ListsFY04-FY07 “Old” FundingFY04-FY07 “Old” Funding
Projects and Projects and
Expected Expected Completion Completion
DatesDates
Projects and Projects and
Expected Expected Completion Completion
DatesDates
18 Mar 200918 Mar 200918 Mar 200918 Mar 2009
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Office of Facilities
Current Project ListsCurrent Project ListsFY08 “Base” FundingFY08 “Base” Funding
18 Mar 200918 Mar 200918 Mar 200918 Mar 2009
Projects and Projects and Expected Expected
Completion Completion DatesDates
Projects and Projects and Expected Expected
Completion Completion DatesDates
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* Engineering and Project Management Projects* Engineering and Project Management Projects
http://facilities.utsa.edu
Office of Facilities
Current Project ListsCurrent Project ListsFY08 Additional $662K DM FundingFY08 Additional $662K DM Funding
Projects and Projects and Expected Expected
Completion Completion DatesDates
Projects and Projects and Expected Expected
Completion Completion DatesDates
18 Mar 200918 Mar 200918 Mar 200918 Mar 2009
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Office of Facilities
Current Project ListsCurrent Project ListsFY09 “Base” DM FundingFY09 “Base” DM Funding
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18 Mar 200918 Mar 200918 Mar 200918 Mar 2009