June 15 @ 11 am CDT

Premiere Event


June 23 @ 12 PM GMT

International Event

Facilitating Compliance, Productivity, and
Collaboration in Food & Beverage

88% Reduction of production issues in just 12 months

57% Reduction of production issues in the first 90 days

What is Facility Condition Assessment? A Comprehensive Overview

What is Facility Condition Assessment A Comprehensive Overview

If you’re the owner or manager of an aging facility, then you know that it can be a daunting task to keep it running smoothly. However, there is one valuable tool that can help make the process a lot easier: facility condition assessment (FCA) 

An FCA will give you an accurate overview of your building’s current condition—letting you know what repairs and replacements need to be made to keep things running smoothly. But what is FCA all about, and why should you consider using it?

This article will discuss what an FCA is and why it’s so important to building owners and managers who manage old and aging buildings.


What is Facility Condition Assessment?

A facility condition assessment (FCA)—also known as a capital need assessment, deferred maintenance study, backlog study, or building condition assessment—is the process of analyzing the condition of a facility’s physical components. 

An FCA aims to provide building owners and facility managers with accurate information about the facility’s current condition, what repairs or replacements are needed, and an estimate of the associated costs. 

It can be conducted on any type of facility, but it is most commonly performed on commercial buildings, educational facilities, hospitals, and other institutional buildings.

An FCA considers several factors such as building age, assets, design, materials used, and more. Operation teams utilize FCA for the following purposes:

  • Review systems or assets.
  • Determine the root cause of deterioration.
  • Evaluate how well the facilities are meeting occupant’s needs.
  • Determine a building’s replacement value.


Assessment of the physical conditions of assets is generally done via a walk-through inspection, mathematical modeling, or both. Identifying functionality usually involves occupant interviews or ratings using a set of specific criteria.

Once all results are compiled and analyzed, the final report will include photographic records of assets and systems, a facility condition index number, and a projected capital plan of up to a decade (10 years) for each facility.


What is a Facility Condition Index (FCI)?

A facility condition index is an industry-standard metric used to express the physical condition of a facility as a whole. FCI is represented as a percentage and is derived by dividing a facility’s total estimated replacement cost by its actual replacement value.

For example, an FCI of 0.1 is equivalent to a 10% deficiency, which is considered low. On the other hand, an FCI of 0.7 signifies a 70% deficiency, which means the building needs extensive repairs and replacements.

The FCI metric is a valuable tool for building owners and facility managers because it provides a clear, objective way to compare the condition of one facility to another. It also allows for comparisons between facilities of different ages, sizes, and types.


Facility Condition Assessment (FCA) Vs. Property Condition Assessment (PCA)

You might have heard the term “property condition assessment” and thought that it is the same as facility condition assessment. While that is true to some degree—both reports are quite similar—the difference lies in their respective purpose.


A PCA is typically done before a property is purchased, leased, or refinanced. Its purpose is to provide information about the property that could affect the decision to acquire it. PCA characterizes a building and its contents at one point, revealing the general costs associated with maintaining the property. Also while correcting existing deficiencies over time.


On the other hand, an FCA determines long-term capital planning needs. It assesses each piece of equipment and provides specific data with regard to future maintenance, repairs, and replacements. In addition, FCA allows for a more accurate projection of maintenance costs and capital expenditures over time.


Why is FCA Important?

While conducting a facility condition assessment may seem like a daunting and expensive task, it’s also necessary to monitor your building’s health and performance in the long run. Without a proper FCA and accurate building data, capital planning and budgeting will be based on inaccurate estimates rather than actual numbers.

An FCA report will give you an unbiased, third-party evaluation of your facility. It will provide an accurate baseline in which you can measure your facility’s performance over time. Additionally, an FCA report can help you identify potential problems before they become more costly to fix.


Five Key Steps to Successful Facility Condition Assessment

Good FCA is formed from a combination of data and information sources. This process will allow building owners to overview their facilities and see how individual systems and equipment work together. At the same time, they will be able to identify potential risks and problematic areas. 

The facility condition assessment process typically consists of the following five steps:

  1. Preliminary preparation: arranging site access while mobilizing the consulting team.
  2. Data collection: reviewing documents, interviews, testing, monitoring, and field visits.
  3. Data analysis: Estimating quantities and costs based on the statistical summary and data collected.
  4. Report preparation: conducting peer review of the data to ensure compliance with standards and overall accuracy.
  5. Report presentation: deliver results to key stakeholders and decision-makers to help them make informed decisions about facility planning and budgeting.


DATAMYTE is Perfect for FCA!

One of the best decisions you can make as a facility owner, director, or manager is to assess and understand the true cost of your establishment—not just for the present but for future applications. As a leading provider in quality management solutions, DATAMYTE knows a thing or two about helping you perform a successful FCA.

The DataMyte Digital Clipboard, in particular, is an amazing software that can help you create an entire workflow for facility condition assessment. With customizable templates that go along with your facility asset information, you can create a comprehensive FCA report in no time! 

Plus, you’ll be able to create useful tools like checklists and forms. It will help you execute proper FCA without skipping a beat. Our easy-to-use, drag-and-drop feature lets you create comprehensive checklists minus the hassle. You can even add elements such as timestamps, photos, and signatures to make your facility condition assessment even more thorough!

If you want to know more about how the DataMyte Digital Clipboard can help you with facility condition assessment, contact us today for a free demo! You can also visit our website to learn more about our Digital Clipboard and other software offerings.



If you own or manage an aging facility, it’s important to understand what facility condition assessment is and its importance. Conducting an FCA can be a valuable tool in maintaining your facility in the long run. So make sure you know how to properly execute one with the help of the DataMyte Digital Clipboard!



Related Articles: