How We Work

How We Turn Your Records Into A Plan You Can Defend

Every engagement runs in four phases. We gather what you already have, build one current record for each building, do the analysis, and hand the results back to you.

The schedule depends on how many buildings you have. The record stays with you when we’re done.

How An Engagement Runs

Weeks 1–2
01
Intake
Send what you have, in whatever form it’s in: building lists, past condition reports, inspection letters, spreadsheets. Nothing needs cleaning first.
Weeks 3–5
02
Resolution
Each value records where it came from: the document and page, the inspection and date, or, where nothing better exists, an estimate from the system’s age. Where two documents disagree, we show you both and record the decision.
Weeks 6–9
03
Analysis
We do the analysis the engagement calls for: condition scores, a ranked plan, a fee calculation or a map. Every result shows the method and the inputs behind it.
Weeks 10–12
04
Handover
You get the reports as PDFs, the data as spreadsheet exports, and the building record with its sources. The scoring model is printed in the plan.

The four phases of an engagement, in order, with roughly how many weeks each one takes.

The Building Record

One Record For Each Building, Kept Current

Each building is broken into 15 systems, from the roof to the elevator. Each system gets a condition rating from 1 to 10, its remaining life, and what it would cost to renew.

A Current Profile Of Every Building

Main Library

Built 1974 · 62,000 sq ft · 4 floors

Facility Condition Index (FCI)

12.2%Critical

0%5%10%

Roof

Assessed · Apr 2025

Condition: 2 of 10
Remaining life: 1 yr left
Renewal cost: $1.3M

Source: 2025 Roof Inspection, p. 7 · assessed Apr 2025

One record per building, kept current: when we record a new inspection or document, the system it covers updates, and each rating shows whether it was assessed, imported or estimated from age, and when. Illustrative data — a fictional county portfolio, not a client.

Those costs roll up into the building’s Facility Condition Index (FCI): its repair backlog divided by what it would cost to replace. Under 5% reads as healthy; over 10% reads as critical.

Where Each Rating Comes From

Assessed: Rated from a dated condition report, inspection or letter. The profile names the document and the date.
Imported: Carried in from a spreadsheet you already keep, such as an asset list or an assessment sheet.
Estimated From Age: Where nothing better exists, the rating comes from the system’s age and expected life, and says so.

Traceability

Each Figure Records Where It Came From

A capital plan gets questioned at council, in an audit, or by a board. Each figure in ours notes its source: the document and page, the inspection and date, or, where nothing better exists, an estimate from the system’s age.

Pick a cost below to see the page behind it. Where two documents disagree, we show you both and record which one the plan uses.

Trace Any Figure

Capital Plan

FY 2027–2036

Select a figure to see where it came from.

2025 Roof Inspection.pdfPage 7 of 14

2025 Roof Inspection

Harlow County Facilities · April 2025

5.1 Recommendations

Membrane splits and standing water across the low-slope roof. Condition rated 2 of 10.

Replace roof membrane and insulation: $1,302,000

Each cost in this example records its source; select one to see the page. Illustrative data — a fictional county portfolio, not a client.

From Document To Deliverable

Follow Any Report Back To Its Sources

Select a figure or a report in the diagram, such as the facility condition assessment (FCA) report, to light the documents it depends on.

FCA report traces back to 2 source documents: appraisal and condition report.

Owner documents, such as appraisals, rent rolls and operating statements, are read into the record with the page each value came from. Condition ratings are entered by our team from your reports and inspections, each with its date.

FCI: Facility Condition Index
FCA: Facility Condition Assessment

The Platform

The Platform We Deliver On

Our condition, capital planning and asset strategy work runs on software we built. You see the same screens we do, from each system’s condition to the report your board receives.

Inside The Platform

See Every Building At Once

Every system in every building rated 1 to 10, with its remaining life and renewal cost.
The repair backlog and Facility Condition Index (FCI) for each building and the whole portfolio.
Each rating says whether it was assessed, imported, or estimated from the building’s age.

Harlow County · Condition Assessment

Harlow County · 8 buildings · as of 2026

Condition Assessment

Repair backlog: $9.5M
Portfolio FCI: 7.3%
Critical: 3 of 8

Building	Roof	Walls & windows	Heating/cooling	Electrical	Plumbing	Elevators	Fire protection	Controls	Finishes	Site	FCI
Main Library	Roof: condition 2 of 10, 1 yr left	Exterior walls & windows: condition 5 of 10, 14 yrs left	Heating & cooling: condition 3 of 10, 1 yr left	Electrical: condition 5 of 10, 9 yrs left	Plumbing: condition 6 of 10, 12 yrs left	Conveying (elevators): condition 5 of 10, 6 yrs left	Fire protection: condition 6 of 10, 11 yrs left	Building controls: condition 4 of 10, 4 yrs left	Finishes, partitions & ceilings: condition 5 of 10, 5 yrs left	Site, paving & drainage: condition 6 of 10, 8 yrs left	12.2%
Eastside Branch Library	Roof: condition 7 of 10, 9 yrs left	Exterior walls & windows: condition 8 of 10, 24 yrs left	Heating & cooling: condition 6 of 10, 8 yrs left	Electrical: condition 7 of 10, 18 yrs left	Plumbing: condition 8 of 10, 22 yrs left	Conveying (elevators): condition 7 of 10, 12 yrs left	Fire protection: condition 8 of 10, 20 yrs left	Building controls: condition 4 of 10, 1 yr left	Finishes, partitions & ceilings: condition 6 of 10, 6 yrs left	Site, paving & drainage: condition 7 of 10, 10 yrs left	3.0%
Fire Station 3	Roof: condition 6 of 10, 7 yrs left	Exterior walls & windows: condition 7 of 10, 20 yrs left	Heating & cooling: condition 3 of 10, 2 yrs left	Electrical: condition 6 of 10, 12 yrs left	Plumbing: condition 6 of 10, 14 yrs left	Conveying (elevators): condition 6 of 10, 9 yrs left	Fire protection: condition 7 of 10, 15 yrs left	Building controls: condition 5 of 10, 5 yrs left	Finishes, partitions & ceilings: condition 6 of 10, 6 yrs left	Site, paving & drainage: condition 6 of 10, 9 yrs left	7.2%
Public Works Yard	Roof: condition 3 of 10, 1 yr left	Exterior walls & windows: condition 3 of 10, 4 yrs left	Heating & cooling: condition 5 of 10, 6 yrs left	Electrical: condition 2 of 10, 2 yrs left	Plumbing: condition 5 of 10, 9 yrs left	Conveying (elevators): condition 4 of 10, 5 yrs left	Fire protection: condition 5 of 10, 8 yrs left	Building controls: condition 4 of 10, 3 yrs left	Finishes, partitions & ceilings: condition 5 of 10, 4 yrs left	Site, paving & drainage: condition 4 of 10, 4 yrs left	11.3%
Civic Center	Roof: condition 3 of 10, 2 yrs left	Exterior walls & windows: condition 6 of 10, 18 yrs left	Heating & cooling: condition 5 of 10, 6 yrs left	Electrical: condition 6 of 10, 12 yrs left	Plumbing: condition 6 of 10, 15 yrs left	Conveying (elevators): condition 5 of 10, 7 yrs left	Fire protection: condition 3 of 10, 3 yrs left	Building controls: condition 5 of 10, 5 yrs left	Finishes, partitions & ceilings: condition 6 of 10, 7 yrs left	Site, paving & drainage: condition 6 of 10, 10 yrs left	6.0%
Riverside Community Center	Roof: condition 8 of 10, 12 yrs left	Exterior walls & windows: condition 8 of 10, 30 yrs left	Heating & cooling: condition 7 of 10, 11 yrs left	Electrical: condition 8 of 10, 22 yrs left	Plumbing: condition 8 of 10, 28 yrs left	Conveying (elevators): condition 8 of 10, 15 yrs left	Fire protection: condition 8 of 10, 24 yrs left	Building controls: condition 7 of 10, 7 yrs left	Finishes, partitions & ceilings: condition 7 of 10, 8 yrs left	Site, paving & drainage: condition 7 of 10, 13 yrs left	0.0%
Parks Maintenance Shop	Roof: condition 5 of 10, 6 yrs left	Exterior walls & windows: condition 5 of 10, 12 yrs left	Heating & cooling: condition 2 of 10, 1 yr left	Electrical: condition 5 of 10, 8 yrs left	Plumbing: condition 5 of 10, 10 yrs left	Conveying (elevators): condition 5 of 10, 6 yrs left	Fire protection: condition 5 of 10, 9 yrs left	Building controls: condition 4 of 10, 3 yrs left	Finishes, partitions & ceilings: condition 3 of 10, 2 yrs left	Site, paving & drainage: condition 5 of 10, 6 yrs left	12.6%
Courthouse Parking Deck	Roof: condition 6 of 10, 8 yrs left	Exterior walls & windows: condition 6 of 10, 16 yrs left	Heating & cooling: condition 6 of 10, 9 yrs left	Electrical: condition 3 of 10, 2 yrs left	Plumbing: condition 6 of 10, 13 yrs left	Conveying (elevators): condition 3 of 10, 1 yr left	Fire protection: condition 2 of 10, 2 yrs left	Building controls: condition 5 of 10, 4 yrs left	Finishes, partitions & ceilings: condition 6 of 10, 8 yrs left	Site, paving & drainage: condition 5 of 10, 5 yrs left	5.5%

1 failing10 like new

Orange: 3 or lower, poor condition

Scroll sideways for every system.

Reports Your Board Can Read

Board-ready PDFs: the facility condition report, the capital improvement plan (CIP), and a funding scenario brief.
Each report carries your logo and a methodology section that lists its sources.
If the data changes after a report goes out, the report history flags it.

Harlow County · Reports

Harlow County · 8 buildings · as of 2026

Reports

Harlow County · Capital Plan 2026

Executive Summary

Buildings: 8
Repair backlog: $9.5M
Portfolio FCI: 7.3%
Critical: 3 of 8

3 of 8 buildings have a Facility Condition Index (FCI) above 10%. At the current $1.5M a year, the repair backlog reaches $20.3M by 2036.

Main Library12.2%
Public Works Yard11.3%
Parks Maintenance Shop12.6%

Illustrative1

Harlow County · Capital Plan 2026

Project Register

#	Project	Score	Cost
1	Electrical service upgradePublic Works Yard	80	$353K
2	Fire protection upgradeCourthouse Parking Deck	80	$288K
3	Elevator modernizationCourthouse Parking Deck	78	$432K
4	Electrical service upgradeCourthouse Parking Deck	75	$864K
5	Roof replacementMain Library	73	$1.3M
6	Heating & cooling replacementParks Maintenance Shop	73	$212K
7	Fire protection upgradeCivic Center	72	$403K
8	Heating & cooling replacementMain Library	68	$1.9M

Illustrative2

Harlow County · Capital Plan 2026

15-Year Forecast

Repair backlog at the current $1.5M a year

20262041

More buildings critical than today

Today: $9.5M
In 2041: $29.9M
Critical buildings: 3 → 6

Illustrative3

Harlow County · Capital Plan 2026

Methodology & Sources

Priority score (100 points)

Condition40
Remaining life30
Life safety & code20
Cost avoidance10

FCI bands

Healthy under 5% · Watch 5%–10% · Critical over 10%

Sources

2025 Roof Inspection, p. 7
Mechanical Systems Assessment, p. 12
Electrical Service Survey, p. 4
Fire Marshal Inspection Letter, p. 2

Replacement value $130,084,000

Illustrative4

Five views of the platform we deliver on: building condition, the ranked capital plan, funding scenarios, board reports, and where each figure came from. Illustrative data — a fictional county portfolio, not a client.

At Handover

What Stays With You

An engagement ends with files you own and can open without us, along with the record they came from.

Reports As PDFs
The capital plan, a detail report for each building, and the funding scenario brief, ready to print or attach to a board packet.
Spreadsheet Exports
The data behind the plan as comma-separated (CSV) files that open in Excel or any spreadsheet tool.
The Record And Its Sources
The building record comes to you in the spreadsheet exports, and each report ends with an appendix listing the sources behind its figures.
The Scoring Model, In Print
The plan prints its 100-point score: condition 40, remaining life 30, life safety and code 20, cost avoidance 10. Anyone can check a ranking.

Security

Your Data Is Kept Apart And Kept Private

The platform holds building records and the documents behind them. Here is how they are protected today.

Security and procurement details

Separate By Organization: Row-level security on every table in the database, so one organization can never read another’s records.
Four Access Roles: Owner, admin, member, and a read-only viewer for people who need to see the plan but not change it.
Private Document Storage: Uploaded documents are kept in private storage. Only signed-in members of your organization can get a link to them, and every link expires.
Familiar Sign-In: Sign in with Google, Microsoft, or an email and password.
Browser Protections: Security headers on every page, including forced encrypted connections and a content security policy.

Start With The Records You Already Have

A building list and whatever reports you keep are enough for a first call. We’ll tell you where you would start and roughly how long it would take.

How We Turn Your Records Into A Plan You Can Defend

One Record For Each Building, Kept Current

Where Each Rating Comes From

Each Figure Records Where It Came From

Follow Any Report Back To Its Sources

The Platform We Deliver On

See Every Building At Once

A Ranked Plan That Shows Its Working

Test A Budget Before You Ask For It

Reports Your Board Can Read

Each Number Records Its Source

What Stays With You

Reports As PDFs

Spreadsheet Exports

The Record And Its Sources

The Scoring Model, In Print

Your Data Is Kept Apart And Kept Private

Start With The Records You Already Have