When installing or replacing a roof, complete and accurate data dissemination is required to ensure success.  Budget justification becomes more credible when statistics identifying repair costs, roof age and performance are presented.  Evaluating upcoming reroofing and repair projects in financial life-cycle-cost terms helps district officials understand that some roofing alternatives are a better long-term solution than low-initial-cost, short-term fixes.

There are software programs available to assist a district with managing roofing assets, providing data about existing roofing conditions and the selection of new roofing solutions.  To have an effective roof-management program, however, a district must take an active role in the process, from roofing design to annual maintenance.

COMPUTERIZING ROOF MANAGEMENT
Administrators and facility managers responsible for multiple roof areas know the necessity for information retrieval when making budgeting decisions and prioritizing roof sections.  Roof-management software can help organize this important information including:

• General or historical data about the roof area.
• Details on existing system construction.
• Warranty information.
• Moisture testing results.
• A narrative and numerical evaluation of individual roofing components.
• Leak history tracking.

Some programs can track roofing costs--both repair and replacement--and cumulative leak repair expenditures by roof area, as well as forecast roof budgets by repair, preventive maintenance and replacement categories.

DEVELOPING A DATABASE
Developing a computerized roof-management database begins with an investigation into a roof's history, existing warranty status and performance.

Next, an evaluation of each area of the rooftop should be connected to:

• Check the condition of roof components.
• Verify existing roof construction.
• Obtain samples for determining asbestos content.  
• Perform roof-moisture surveys.
• Obtain photographic documentation of the conditions.

In addition, a roof plan can be developed that will be instrumental in tracking roof leaks or the development of repair or replacement projects.  During the evaluation, identify deficiencies--designating the location and type--on the roof plan so repairs can be made.

Once this data has been obtained, it can be input into the database.  Additional information, such as estimated date of reroofing and repair, and preventive maintenance or replacement budgets, is also estimated at this time.  After the information has been entered, the program should generate a summary and planning spreadsheet.  This is a single-source spreadsheet of information by roof area that includes size, warranty expiration date, basic construction data and budgeting forecasts.

When evaluating the condition of existing components, assign a numerical value to each one.  The program then can rank the individual roof areas by numerical condition.  Some allowances must be made to rank the individual components appropriately, since some have a greater impact on a roof's performance than others.  In addition, the software must be able to prorate the condition number, since not all roof areas will have the same components.

When looking for software, make sure the program meets all the district's current requirements and, if necessary, can be modified.  Training is very important.  Therefore, make sure that the software company is knowledgeable in the software and in its specific applications.  Ask for references with similar applications.  Other items that will make the program more accessible include:

• Direct access to CAD roof plans and photographs.
• Ability to add, modify or delete roof area information.
• Extending roof budgeting information.
• Ability to add reinspection information to the database.

AIDING THE SELECTION PROCESS
Software also can help you select an appropriate roof system.  These programs, usually developed by manufacturers, are applicable for new construction and for reroofing existing areas.  

Specification programs generally begin by asking several questions about the existing conditions, such as deck type, size and roof slope.  The programs will ask questions concerning expectations about thermal resistance, longevity and warranty terms.  Based on these and other questions, the program generates a proprietary specification based on the specific roofing materials offered by the manufacturer.

Although these specifications usually can be exported to a word-processing program and then generalized, they do not cover the following:

• General conditions (i.e., insurance and indemnity).
• Project administration.
• Project safety.
• Other components not supplied by the roofing material manufacturer (i.e., sheet metal or caulking).

Most roofing material manufacturers have material selection/specification programs available.  Keep in mind that specifications developed by a manufacturer may not allow a true competitive bidding process for equal products.  It may not even provide the appropriate roof system for the building, but only what the manufacturer sells or installs.