Facility assessments provide a wealth of information about the current conditions and deficiencies of an organization’s real estate portfolio. However, in order to remain an effective foundation for capital planning, this information must be continually updated to reflect both completed improvements and new requirements that arise.

While organizations recognize the importance of accurate data for capital planning, they may lack the personnel, time or expertise necessary to keep this information up to date. And as facilities budgets are increasingly stretched to do more with less, the time between assessments often increases as well.

How can organizations ensure that they are effectively planning for the needs of their facilities as these needs continually evolve?


VFA assists customers in maintaining accurate information about the condition and requirements of their facility assets between physical building inspections. VFA Data Maintenance Services help organizations ensure that they optimally leverage their investment in facility assessments and continue to maintain an effective foundation for capital planning.

Data Maintenance Services enable organizations that use VFA.facility to maintain current information about capital asset conditions and needs in order to:

  • Inform annual budgets and long-term investment decisions
  • Improve productivity of in-house staff, reducing the time required to update asset information, create projects and produce reports
  • Ensure metrics such as Facility Condition Index reflect current conditions and planned and completed improvements
  • Determine implications of shifts in portfolio strategy


Working with customer staff, VFA professionals, experienced in the evaluation of facility conditions, provide updates and enhancements to existing data in VFA.facility at regular intervals, typically biannually or quarterly. This process includes collection and review of relevant information, updates to VFA.facility requirements and actions, and preparation of a final report outlining all changes.

Updates to VFA.facility data include:

  • Changes to existing Requirements, Actions and Projects to reflect work completed or modifications of scope
  • Creation of new Requirements, Actions and Projects based on customer input
  • Updates to Systems when significant projects have been completed

A final report summarizes all changes to requirement information in the portfolio, and impact on FCI and other metrics.

Based on an organization’s needs, VFA can also provide related services such as generation of updated budgets based on chosen ranking scenarios, portfolio rationalization, or software training.


  1. Produce reports from VFA.facility on current requirements for relevant assets and distribute to client staff for review.
  2. Collect relevant information, such as completed work order reports, new requirements or project tracking forms, from client staff.
  3. Identify opportunities to automate the update of requirement data (such as data exchange with an existing work order management system).
  4. Review changes with customer, making needed updates to VFA.facility data including:
    • Updates to existing Requirements, Actions and Project data in VFA.facility
    • Creation of new Requirements and associated Actions, with related pricing, and grouping of requirements into Projects as appropriate
    • Updates to “Years Remaining” for Systems when significant projects have been completed or new requirements have been identified that were not part of a prior assessment
  5. Summarize changes in a final report indicating all changes to asset information in the portfolio, and the impact on FCI and other metrics.


Contact Accruent to learn how VFA solutions can help your organization obtain objective data for strategic facilities capital planning and management. To schedule a demo, call us or visit


Tags: vfa.facility, facility condition assessment, facility capital planning