Building facility management system
- Facility condition index, percent
- 8
- Backlog per square foot
- $10
- Replacement value per square foot
- $125
Every figure on this page is computed from the inputs entered, by the method stated below it. FMlane publishes no code requirement, no standard's interval, no breakdown rate and no replacement value: the intervals, the rates and the avoidance assumption are yours, and the defaults are a worked example to replace with your own figures. The condition index bands quoted in the prose are sourced in research/data/claims.tsv.
A building facility management system is what the manager of a single large building, a hospital, a school, a plant or a headquarters, searches for when the board wants one number for the state of the building and one number for what it will take to fix. The first number is the facility condition index: the deferred maintenance backlog divided by the current replacement value. The second is the backlog itself, and behind it the years it will take to clear at the capital renewal the board will actually fund. Managing the Facilities Portfolio, the 1991 study the index comes from, rated buildings good under 5%, fair from 5 to 10% and poor over 10%. This guide is about what a building facility management system has to keep and work, and the free facility condition assessment software worksheet on this site works the index, the backlog per square foot and the years to clear it from your own figures with no account.
Try the free condition index worksheet Free to use. No account, no card, no trial clock.
The replacement value: what the building would cost to rebuild today
The index divides by the current replacement value, so the system keeps that value per building, from the insurer, the last appraisal or the cost per square foot the finance office uses. The worked example uses $15,000,000 for 120,000 square feet, $125 a square foot; the worksheet takes your own figure and publishes none.
The backlog: every deficiency found, priced and added
The deferred maintenance backlog is the sum of every deficiency found on inspection that has not yet been funded, priced to fix: the roof, the air handlers, the panels, the pipework, the envelope and the interiors. The system keeps each deficiency against its asset with its cost and its priority; the worksheet takes the total and works the index.
The index and the years to clear it, against the renewal the board will fund
Backlog over replacement value is the index; backlog over this year's capital renewal is the years to clear it; backlog less this year's renewal, over replacement value, is next year's index. Three lines the board reads, worked from two inputs and a budget, and kept per building in the paid plan so next year's assessment starts from this year's.
Building facility management system: common questions
What is a facility condition index?
The deferred maintenance backlog divided by the current replacement value of the building, as a percentage. A $1,200,000 backlog against a $15,000,000 replacement value is 8%. Managing the Facilities Portfolio (1991) rated under 5% good, 5 to 10% fair and over 10% poor; the worksheet works the figure and publishes no rating of its own.
What does a building facility management system keep?
The building with its replacement value and floor area, every asset with its condition, every deficiency priced against its asset, the preventive schedule and the work orders. FMlane Pro keeps all of it against the building; the free worksheets work the index, the backlog and the plan from the totals.
How long will it take to clear the backlog?
The backlog divided by the capital renewal funded each year, if the backlog stood still. On the worked example $1,200,000 at $300,000 a year is four years. New deficiencies arrive every year, so the paid plan keeps each year's assessment against the building and the real trajectory is the line through them.
FMlane Pro
Keeping what you make
The worksheets are free forever. Pro turns them into the record: every asset kept against the building with its condition and its last visit, every work order filed with its status and who did it, the preventive schedule with what is due, your name and logo on the paperwork, no watermark, and an export when the auditor, the board or the insurer asks.
- Download as PDF
- No FMlane watermark
- Save every worksheet and reopen it later
- Your organisation's name and logo on the paperwork
- Export every assessment and plan in one go
- Preventive-due and overdue reminders emailed to your technicians
- Connect your own Stripe account and get paid online
- Connect your QuickBooks Online or Xero
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Cite or embed this figure
On the worked example, a $1,200,000 deferred maintenance backlog against a $15,000,000 replacement value is a facility condition index of 8%, $10 of backlog on each of 120,000 square feet, 6% after $300,000 of renewal this year, and four years to clear at that rate.
Facility condition assessment software (Facility condition index, percent): 8, FMlane, worked example.
Cite as: "Building facility management system, FMlane", updated 2026-09-04, https://fmlane.com/building-facility-management-system/.