A Facility Condition Assessment report typically contains two structured tables that carry the bulk of its decision value: the Immediate Repairs Table and the Replacement Reserve Tables. The two are different in time horizon, in priority tier structure, and in how ownership uses each one. Together they produce the deferred maintenance backlog that feeds capital planning, the Facility Condition Index, and the reinvestment-versus-disposition conversation.
This guide explains what each table contains, how they relate to each other, and how a DFW commercial property operator uses each one differently.
The Immediate Repairs Table
The Immediate Repairs Table is the section of the FCA report that lists items affecting operations or safety today. Each row is a photographed finding with a priority tier, a description, and a current-dollar cost estimate.
A typical Immediate Repairs Table row contains:
- Location. The specific building area, room, or system component.
- Priority tier. Typically tiered 1 (critical, address now) through 3 (minor, address in current operating period).
- Description. A factual description of the observed condition.
- Photograph. A photo documenting the condition.
- Recommended action. What the report recommends to address the item.
- Cost estimate. A current-dollar cost estimate for the recommended action.
The Immediate Repairs Table is the document ownership and facility management use for near-term triage. At a well-maintained property, this table is the smallest dollar share of the deferred maintenance backlog. At a property that has fallen behind, it is the largest and most urgent share. The table's size relative to the Replacement Reserve total is one of the clearest signals of how the property has been operating.
The Replacement Reserve Tables
The Replacement Reserve Tables project systems approaching end of useful life. The tables are typically split into two time horizons.
Short-term Replacement Reserve (1 to 3 years). Systems that are functional today but will require capital investment within the next three years. An aging roof at year 18 of a 20-year membrane system. An HVAC unit at year 14 of a 15-year expected service life. A parking lot surface near the end of its sealcoat cycle.
Long-term Replacement Reserve (3-plus years). Systems with more than 3 years of remaining useful life that will require investment in a known window. This category drives multi-year capital planning and reserve account funding more than it drives current operating decisions.
Each row in the Replacement Reserve Tables typically contains:
- System. The asset category (roof, HVAC unit, electrical panel, parking lot, etc.).
- Current age. Years since installation or last replacement.
- Expected useful life. Published service life for the system type, adjusted for observed condition.
- Remaining useful life. Expected useful life minus current age.
- Replacement cost (current dollars). Cost to replace the system at current local market pricing.
- Projected replacement year. The year ownership should expect the capital event.
How the two tables work together
The Immediate Repairs Table and the Replacement Reserve Tables together produce the deferred maintenance backlog. The sum of all three tables (Immediate, short-term Reserve, long-term Reserve) is the documented backlog the operator carries.
The Facility Condition Index typically uses the Immediate Repairs Table plus the short-term Replacement Reserve as the numerator. The long-term Replacement Reserve sometimes feeds a longer-horizon FCI variant; most operators stick to the short-term-plus-Immediate number for the operating-period metric.
The multi-year capital plan organizes both tables by projected year and priority tier. Year 1 of the plan absorbs the Priority 1 items from Immediate Repairs. Years 1 to 3 absorb the rest of Immediate Repairs and the short-term Reserve. Years 4 to 10 absorb the long-term Reserve. The plan is updated on each FCA refresh cadence as items roll forward or new items surface.
How ownership uses each table
The two tables serve different ownership decisions.
The Immediate Repairs Table drives current-period operating decisions: which vendor to dispatch first, what to fund out of the operating budget, what to escalate to ownership for off-budget capital. It is the table that travels into vendor scoping conversations and into the operator's weekly or monthly work-order queue.
The Replacement Reserve Tables drive reserve account planning, reinvestment-versus-disposition decisions, and the multi-year capital plan that supports the operator's strategic conversations with lenders or partners. The tables are the basis for the conversation that starts with "what are we going to spend over the next five years on this property" and ends with an actual number.
How Proportional FM structures the report
Every commercial Facility Condition Assessment from Proportional FM uses the Immediate Repairs and Replacement Reserve structure. Each finding is photographed, priority-tiered, and dollar-estimated. The tables sum cleanly into the deferred maintenance backlog without manual aggregation.
On a recurring FCA cadence (quarterly, bi-annual, or annual depending on property type and complexity), the tables refresh against the same baseline. Items roll forward, new items surface, and the trajectory of the backlog becomes visible quarter over quarter. The structured FCA is the deliverable. The capital decisions that follow remain with ownership.
For DFW commercial operators, the report structure is the difference between a list of conditions and a decision document. The two tables are what make the difference operational.