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RCM Exchange

Assessment Report and Action Plan

The facility assessment report includes summaries, analysis, and synthesis of what you found during the walk-through, based on interviews, background research, and resource accounting.  

Organize and Verify Your Findings

Resource assessment is an on-going process; by keeping all the building information in a dedicated binder, you can easily add or update records. This can be very useful to architects and engineers who perform future building upgrades.
  • Review and clarify your notes immediately after completing the facility assessment
  • Review your findings with the facility operators and maintenance staff
  • Revise the list of opportunities you identified
  • Organize the assessment forms, photos, and field notes

Prepare the Report

The Facility Assessment Report Format outlines all of the elements that should be included, such as resource accounting summary information, training needs, and resource conservation opportunities. Your report can also include an action plan, but this can be developed after you complete the assessment report. Present the draft report to the facility team for review. Include any feedback in the final report. Send copies of the final report to facilities staff and the organization’s administration.

Prepare the Action Plan

The action plan includes items that fall into these four categories (discussed in more detail below):

  • Maintenance measures
  • Capital project recommendations
  • Facility operator and maintenance staff training recommendations
  • Facility-specific operation guidelines

Make sure to consider time schedules, funding issues, and logistics when recommending actions.

Maintenance Measures

Work with the maintenance supervisor to develop a list of feasible measures and a timeline for completion. Some measures may require hiring a contractor.

Capital Project Recommendations

  • Some resource efficiency measures will require additional analysis to determine their feasibility.
  • Check with local utilities to determine if incentives such as rebates, services, or low-interest loans are available. Financial incentives may make a big difference in the affordability of specific resource-efficiency measures.
  • Meet with the capital programs staff to share the results of the audit and possible funding sources. Work with them to develop a schedule for completing the efficiency measures.

If you manage the implementation of the measures, follow these tips:

  • Utility assistance: Utilities can assist with project implementation and project commissioning, and some may even offer grants to help get this work done.
  • In-house project implementation: Discuss projects with maintenance and capital programs staff. Maintenance staff may be able to do lighting improvements and minor controls work as part of their normal work duties or during a shutdown. You can help by preparing a list of materials. Capital programs may have a major remodel scheduled that could include the projects you have identified.
  • Small projects: If the project is small, you may not have to solicit bids. Purchasing staff can tell you when bids are required.
  • Prepare the list of materials: Use the expertise of maintenance staff to prepare the materials list. Local electrical and mechanical distributors can also help determine what may be needed for your project.
  • Larger, more complex projects: If a project requires design work, you may have to employ an architect or engineer. The facility's purchasing or construction division should have examples of specifications used in bidding a project.
  • Contracting: Each organization has "boiler plate" legal and contractual documents that are common to all bid packages.
  • Project management: Monitor the project to ensure that correct materials are delivered and inventoried, and are stored in a secure area so they are not used on other projects. For larger projects, consider commissioning as a part of the project. Keep a record of all the resource efficiency measures completed at each facility.

Facility Operator and Maintenance Staff Training Recommendations

Work with the operations manager and maintenance supervisor to develop a list of training recommendations. Investigate available courses and prepare a training schedule. 

Facility-Specific Operation Guidelines

Meet with the facility team to discuss and agree on the operation guidelines for the facility and each area of responsibility (e.g., kitchen, irrigation, vehicle maintenance shop). 

It is important for staff to help develop the guidelines they will be implementing. Get a commitment from those affected; a written, voluntary commitment will help give the operator a sense of ownership.

Getting staff commitment can be challenging, and their commitment should be encouraged with praise and rewards. Although behavior changes may be difficult at first, the changes will become routine over time, especially if staff efforts result in success. (Sample language for a maintenance award certificate.)

Periodically review and revise the guidelines — they are a key component of your RCM program.