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Facility Assessment Report and Action Plan

Once you complete a facility assessment, you are ready to prepare the facility assessment report. This 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

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 into a three-ring binder. 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.

Prepare the Report

The facility assessment report includes a facility description, resource accounting summary information, training needs and resource conservation opportunities. Your report can also include an implementation 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.

The Facility Assessment Report Format outlines all of the elements that should be included.

Prepare the Action Plan

The action plan, or implementation plan, includes items that fall into these four categories:

  • 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. Work with the maintenance supervisor to determine the best approach.

Capital Project Recommendations

Some resource efficiency measures will require additional analysis. You may want to seek engineering assistance to determine the feasibility of some measures. Check with your local electric, gas and water 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 often assist with project implementation and project commissioning. Some water, electric and gas utilities 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 — you may need only three qualified bids from contractors or distributors. Purchasing staff can tell you when bids are required.
  • Prepare the list of materials
    As much as possible, use the expertise of the facility's maintenance staff to prepare the materials list. Local electrical and mechanical distributors may also be good resources to determine what may be needed for your project.
  • Larger, more complex projects
    If a project requires design work, you may have to employ a qualified architect or engineer. An engineer could also prepare the specifications. The facility's purchasing or construction division should have examples of specifications used in bidding a project. If the project is large enough to require a full bid, you will need to advertise the project in a trade journal or major newspaper.
  • Contracting
    Each organization has "boiler plate" legal and contractual documents that are common to all bid packages. Check with the purchasing or the facility's construction division for assistance.
  • Project management
    Monitor project implementation to ensure that correct materials are delivered and inventoried. Make sure the materials 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.

    Document all phases of project implementation, including:
    • Materials delivery
    • Installation
    • Testing
    • Equipment failure
    • Replacement
    • Final testing/commissioning
    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 recommended training schedule with input from targeted staff and management. 

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 commitment from those who are affected. A signature, memorandum or other written, voluntary commitment will help give the operator a sense of ownership. Without this commitment, the guidelines are likely to be ineffective.

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. See sample language for a maintenance award certificate.

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