Reading through the recent press releases of building owners announcing commitments to green design practices and roof top alternative power generation, there is a sense of momentum to adopt new roof top technologies.

Even in tough economic times, the number of green roofing systems which can cost $15.00 s/f are being completed at a record pace, backed by a growing list of advocates and successful installations.

Likewise the demand for photo voltaic (PV) power generation, many installed over commercial roofing systems, is fueling a growing market with strong suppliers, willing buyers, and is backed by our Federal, State and local communities.

With the market buzz to adopt these technologies building owners may want to take a moment to renew their commitment to the basic principles of roof management to assist them in a balanced approach to weighting capital allocation.

While receiving less media attention, roof asset management strategies help building owners make informed decisions to align roofing maintenance budgets and help prioritize energy efficient upgrades.  Building managers without good information risk misallocating capital spending.

If you’re a building owner that manages buildings where roofing repairs, replacement, and energy upgrades are a major budget item, your organization can benefit from adopting a more proactive management approach.

The challenge for many facility managers is that they are working with incomplete roofing documents and to establish a starting point takes some commitment. Further, if using a paper based file management or multiple electronic file formats the information gathering can be tedious, and hard to organize.

If you’re committed to creating a Roof Asset Management Plan the first step is to inventory your existing roofs.  Depending on the size and complexity of the inventory, migrating paper files to an electronic format may make sense.  Software with relational databases can provide long term file storage with tools like on demand queries for analysis, reporting to help track roofs with expiring warranties, and easily identify roofing systems with extensive repair histories.

Benefits of Roof Management Technology
Roof management software programs may offer users the option to standardize their description of roofing types using a common filing format like Construction Specifications Institute (CSI) master format.  Using standard data entry formats helps users track large roofing inventories and maintain roofing system information based on roofing types, ages, status, and planned replacement.

Some programs support a Roofing Condition Index (RCI) on a 0-100 point scale with color-coding to index roofing conditions. Those with high scores coded green for good condition, roofs in the middle range coded yellow, and those with a low number coded red. The benefit for users is looking at numerous roofs at one time and quickly deciding which ones need immediate attention.

Software allows for a more detailed inventory of roofing components from the deck up, listing system components and attachments to the structural deck and other system layers. The use of software tools to aid written descriptions of existing construction using Smart Text™ and Smart Lists™ saves time and can make inspections more consistent in their explanations. Adding digital photos of core cuts and thermal scans of moisture surveys supports the inspector’s evaluation of the roof system and estimated remaining life.

Documenting Green Roofing and PV Installations
If you’re already managing an “extensive” green roofing installation or a large array of PV panels there are additional benefits to good roofing documentation. Owners of extensive roofs with vegetation over the roofing or waterproofing materials will benefit from detailed information on any installation details underneath the vegetation for locating and repairing roof leaks. If roofs are candidates for roof top photo voltaic (PV) panels, the condition and construction of the roof will be a resource for evaluating the as built roofing specifications for installing and maintaining a proposed PV system.

Even if adding roof top PV installation is not in the next budget, one of the best ways to improve your ROI on maintenance budgets is to prioritize roofing systems by condition, deficiencies, energy consumption, and risk factors for planning and prioritizing maintenance activities. Documenting the construction of each roof system and when it was installed, including recent moisture surveys, helps identify the black roofs that might benefit from a reflective white coating or a full replacement to upgrade low R-value areas.

Warranty Management
Most roofing manufacturers recommend inspections at least once or twice a year, especially before and after a season with harsh conditions such as winter. These inspections not only help to identify potential problem areas—such as ponding water after heavy rains or areas damaged by sleet or snow—but they can also expose areas that might be in need of frequent attention, such as caulking details and flashings.

The warranty might also give recommendations on what the inspection and maintenance should cover and how regularly these activities should be completed. If you’re installing PV roof top installations then these programs can also flag and track scheduled inspections and maintenance milestones to remind facility managers when these activities are approaching.

Maintaining Roofing Information
The use of technology will help facility managers maintain information easily and accurately from the day a building is first commissioned. Typically, the commissioning of a building is marked by the transfer of a vast amount of paper documents such as warranties, building plans, and maintenance guidelines. The cumbersome nature of these materials means the information does not always get filed as well as it should be. The technology solution is to move paper files into electronic file formats e.g. warranties, specifications, and work histories that can be organized by clients, facilities, and roof sections.

Using a common software format will help ongoing inspection and maintenance efforts as well. For instance, by using a standard roof management format roofing contractors, consultants, and facility managers can share data files containing detailed information. This information is then used to document installation details, problem areas, and schedule work to save time organizing paper files and unstructured electronic data.

Software programs that provide tools for exporting files to other users help owners engage a professional inspection, evaluation and roofing service provider without losing control of their electronic files.

Using a program where the attached files are linked to facilities helps professionals maintain client data over multiple years while they are conducting inspections.  These files, photos, and CAD drawings can be used to show before and after images of any problems and repairs.

Field Inspections
Tablet PCs are another useful tool. By using a tablet with an inspection program, users can collect extensive information and do not have to take extensive notes by hand while on the roof. They can make electronic notes on roof plans, organize field photos at the job site, and download the collective inspection files in one export file into the primary database.

There is no need to re-enter the information upon returning to the office after roof inspection. Some field inspection software programs feature inspection templates to ensure that no important steps are forgotten.

Getting Started
There are several approaches to collecting and maintaining accurate roofing information.  To start, consider a method that can be adopted as a long-term facilities management practice versus a single contract period.

If you need assistance with inspections and updating records, use a qualified roofing service provider. These relationships can be a valuable resource for long-term roof management when the building owner can confirm their professional qualifications and experience.

Some building owners that wish to maintain their own electronic files can reduce their manual data entry by requiring importable electronic files from service providers or request direct data entry into their roof management program.

Carefully consider low cost or no cost roof inspections linked to exclusive access to your roofing inventories for repairs and roofing replacement.  Avoid roofing information provided only in a printed or proprietary electronic format if you plan to transfer records to another service provider.

If budgets are tight, consider using low cost subscription software with a fee paid based on the size of your roofing inventory. Annual fees for starting packages can be less than one roofing service call.

Stay Committed
For 9 years Ken Fifelski, building envelope specialist at Kalamazoo-based Western Michigan University, has continued to use an asset management software program to help him track 491 roof sections spread over 105 major buildings. Access to up to date, accurate information enables the university to do a better job maintaining its roofs, states Fifelski.

“Now we can use this data to focus on roofs that are in poor condition, have warranty issues, or are in a crucial, sensitive area,” he explains. “By making more informed decisions we are able to react faster to potential problems and extend the lives of the roofs.”

With all of the new roofing designs and PV technology available to building owners today, it has never been a better time to consider planning your energy and green upgrades on a foundation of proven roof management practices.