Roof Management Database Programs

by: Kent Mattison, P.E.

Facility management firms, contractors, and consulting firms are all anxious to demonstrate the capabilities of their computer database programs to building owners to help them manage their roofing assets. These roof management databases have become very popular, and can be of invaluable assistance in storing roof inventory data, prioritizing needs, budget forecasting and proactive scheduling.

A recent article stated that: "Roof asset management software provides the user with all the decision-making tools needed to adequately manage someone's roofing responsibilities." Many of these databases store loads of information, are user-friendly, and have all kinds of bells and whistles. However, the software, by itself, will not provide "all the decision-making tools needed to adequately manage roofing responsibilities."

In our attempts to simplify and improve our information management system, we often lose sight of the fact that these systems are completely useless if the data entered into the database is inaccurate, incomplete, or irrelevant. The most important "decision-making tool" is a person educated, experienced and knowledgeable in roofing. There is no database system or tool available that will help a building owner make good, sound decisions if good, sound information isn't available.

We often try to take the subjectivity out of these decisions by coming up with formulas to tell us what action to take (maintain, repair, or replace), and when to take it. However, the number and variation of factors affecting the performance of a roof are too great to not properly evaluate and analyze the roof's components, needs and performance characteristics.

While the age of the roof, number of projections, lineal footage of deteriorated flashings, and similar numerical factors can be important in helping determine the roof's condition, these factors alone can seldom tell us what the best remedy is. Often times the more important issues are:

• The roof's environment

• Drainage

• Original installation process

• Component compatibility and condition

• Type of substrate

• Insurance

• Code requirements

Evaluating these factors and knowing how they affect the costs and long-term performance of the recommended action will provide a more sound decision.

Much like we want warranties to guarantee us leak-free, long-term roofs, we want informational systems and formulas to take judgment and reasoning out of large, financial roofing decisions. The key to making effective roof decisions is accurate information and reasoning. When purchasing a roof management database program, it's important to keep this in mind.