Building and Facility Asset Inventory Assessment and Maintenance

The Kentucky Transportation Cabinet (KYTC) manages approximately 1,500 buildings statewide, including facilities such as office buildings, maintenance and equipment garages, and storage sheds. Because managing buildings and properties requires considerable effort, agency decision makers need reliable monitoring and management tools that generate and organize data which can be used to determine the best course of action for facility maintenance and replacement. In addition to assessing the Cabinet’s building inventory, this report advances recommendations to improve the collection, management, and reporting of facility-related data. Assessment of the inventory managed by KYTC included geolocation of all properties and the buildings therein. Once identified, researchers assessed the age of all buildings and generated a replacement calculator for future use; currently, the average age of facilities is 30 years. Analysis of building ages found that 19% of KYTC facilities are older than their replacement age. Replacing the buildings within this classification would cost over $550 million. Replacing every building in the Cabinet’s portfolio would cost over $1 billion, with $625 million alone allocated to replace all garages. In terms of maintenance of these buildings, garages accounted for 50% of work orders despite comprising 16% of the building inventory (2015-2025). Moving forward, researchers propose KYTC adopt the following strategies to improve the management of facility-related data: (1) ensure all work orders specify cost, activity, and location data and are entered into FM Works software in a timely manner; (2) monitor work order performance measures; (3) report information from work orders to stakeholders on a regular basis; (4) update Archibus data fields to simplify and streamline data entry; and (5) adopt a standardized facility inspection and reporting program.