The goal of any roof management plan is relatively straightforward.  Maintenance and engineering managers regularly inspect and repair roof system components in order to keep leaks and damage to a minimum and squeeze the most from their organization's roofing dollar.

So why is roof management so difficult to implement and, once started, so difficult to sustain?  It appears that the adage "out of sight, out of mind" holds particularly true for roofing systems, perhaps even more than for other hidden building assets.

While the process of roof management is a constant issue, the task becomes especially crucial when an organization is considering whether or not the time has come to replace an existing roof.

Starting the program
An effective preventive maintenance (PM) program starts with the design and installation of the roof system.  Just as changing the oil won't solve engine problems on a lemon of a car, neither will roof PM make up for a poorly designed or installed roof system.

A few important items to look for in determining if a roof is well-designed and installed is that the roof is appropriate for the anticipated environmental, traffic, and occupancy conditions and has positive drainage.  It is also important that the roof meets all applicable codes and insurance requirements, and is installed by a reputable, qualified and experienced roofing contractor using established quality assurance criteria.

Keeping accurate documentation of roof design and, more importantly, installation can be instrumental in determining the required corrective action for a noted deficiency.  Some of the documentation to obtain and keep in the files:

• as-built plans and specifications, including any addenda and change orders
• minutes of the prebid meeting, preconstruction meeting and any construction progress meetings
• shop drawings and product data
• daily quality assurance reports
• correspondence relating to roof installation
• manufacturer and contractor warranties
• documentation of annual roof inspections or evaluations, including photos
• documentation of repairs or corrective actions
• documentation of changes made to the roof or new equipment installed.

Taking the next step
The next step in establishing a roof management program is to perform periodic roof surveys, determine the corrective action and perform the corrective action in a timely manner.

Roof surveys should be performed by a competent person at least twice a year - in the spring and fall.  During the spring survey, the roof should be observed for winter damage so that any required corrective action can be accomplished during favorable summer weather.

Fall surveys allow inspectors to identify and make corrections before the onset of winter weather.  Managers should conduct additional surveys after storms and major construction activities.  A typical roof survey should include:

• checking the performance of the various roof components
• identifying deficiencies requiring corrective action
• developing long-range PM needs
• monitoring observed conditions that may affect the long-term performance of the roof system.

Survey documentation should include a written report of the roof condition, photographic documentation of specific deficiencies observed and a roof plan that indicates the remedial action required.  Several checklists are available to document roof surveys.

Be aware, however, that checklists may fall short of conveying accurate condition assessment over the long term.

Once is not enough
The frequency of roof surveys, as well as the necessary identification of remedial action, depends on the roof system's age and condition, environmental influences, rooftop traffic, building occupancy, the roof's size and roof accessibility.  The following guidelines can be used in determining the frequency of performing roof surveys.

First, perform comprehensive visual surveys semi-annually.  For large roofs that are in good condition and have limited rooftop traffic, schedule a comprehensive survey in the spring and a limited overview survey in the fall.

Next, conduct a roof survey before the expiration of the manufacturer's or contractor's warranty.  This approach allows repair or any warranty-covered deficiency before the expiration of possible monetary obligation.

After the survey prior to the expiration of the warranty has been conducted, perform monthly housekeeping surveys on most roof sections.  These surveys identify potential problems, such as plugged drains or debris on the roof that may become windborne and cause damage.  The frequency of the housekeeping surveys may have to increase during certain periods of the year, such as fall, when leaves and vegetation may plug drains.

Finally, conduct roof moisture surveys in three-year cycles unless specific conditions exist that warrant more frequent testing or if you suspect moisture within the roof system.  Perform the baseline survey before the contractor's warranty expires so that any required repairs are covered under the terms of the warranty.  In any case, the first roof moisture survey should be performed within the first two to three years after installation of the roof.

Performing the repairs
Once managers have obtained the survey information, it is imperative that crews carry out needed repairs in a timely manner.  Roof survey information is dated material, and if it is not acted upon promptly, it becomes irrelevant.  The key to a successful PM program is the repair and maintenance of small, minor--inexpensive--damage before it becomes a major problem that eventually could lead to premature roof failure and higher costs.

Also, annual roof repair and maintenance should reduce leakage, associated downtime and resulting interior damage.

In-house personnel, roofing contractors or some combination of the two can perform repair and maintenance work, depending on the quality and type of action required and technical abilities of in-house personnel.

Generally, minor repairs and housekeeping duties can be done by in-house personnel.  Minor repairs can normally be accomplished using industry standard procedures.  This approach eliminates the need for lengthy repair specifications.

Managers should develop a detailed repair specification if repairs are major or if they are required on several roof sections.  Detailed specifications can aid in obtaining competitive bids for performance of the repairs.  One note of caution:  Make sure an authorized contractor performs any repairs to a roof covered by an active manufacturer's warranty so as not to void the warranty.

Staffing
Who performs the visual roof surveys depends on the technical competence and workload of available personnel.  The person performing the visual survey should be very familiar with the design, installation and repair of the roof systems to be surveyed.

Whether the surveys are performed by in-house staff or contracted to an outside consultant depends on the technical ability of in-house personnel.  In-house personnel who have had training in roof inspection, diagnosis and repair could perform limited overview surveys, such as those done in the fall of the year.

Housekeeping surveys could be assigned to mechanics who are responsible for daily building PM duties.  In most cases, housekeeping surveys could be included on computer-generated work under systems so they become an integral part of the building PM schedule.

Failure to perform PM activities on roofing systems may void the warranty and relieve the manufacturer from responsibility.  A roofing PM program may not be the complete answer to a maintenance manager's roofing program, but it should help to reduce roof system problems and increase roof longevity.