Developing a computerized roof management database begins with a thorough investigation of all roofs managed or owned by your organization; and storing this information in such a way that the user can retrieve, organize, and manipulate the information to strategically identify important maintenance trends on the various roofing systems.

STEP ONE:             The first step required to effectively begin this process is to produce drawings to scale of the roof plan, and often the top floor plan, in a CAD format that can be quickly edited as the information dictates.  This process involves the following: 

• Review existing construction drawings.
• Produce preliminary drawings of roof plan and top floor plan in CAD format.
• Field measure and verify the information on the preliminary drawings.
• Revise the preliminary drawings to an "As Built Status".
• Calculate square footage of all roof areas and identify roof system types.
• Identify roof sections found to be under warranty and their expiration dates.
• Produce visual roof audit survey in hard copy for quick reference.
• Install a licensed CAD software program on client's computer if needed.
• Install "As Built Status" CAD drawings of roof plan and floor plan on client's computer as a starting point for developing mechanical plans, electrical plans, fire escape routes, teacher assignments, etc., which can be reproduced in color as many times as the client wishes for planning purposes and for presentations needed at board meetings.
• Provide training and technical assistance on managing the CAD drawings for future additions, modifications, and deletions.

STEP TWO:            The second step required in developing the computer database is thoroughly investigating the roof history of all roof areas.  This process involves the following format:

• Historical information about the existing roof area. (Architect, Contractor, Manufacturer)
• Information on the existing roof system construction. (Deck Type, Insulation, Asbestos)
• Financial history of existing roof area. (Maintenance Costs, Repairs, & Reroofs)
• Evaluation of existing roof system and anticipated remaining life. (Reroof or Repair)
• Review of roof leaks reported and actions taken by the owner. (Leak Status)
• Verification of existing warranty information and warranty status. (Active or Inactive)
• Notify manufacturers for repairs covered by a warranty. (Warranty Assistance)
• Submit work orders for repairs not covered by a warranty. (Emergency Repairs)

STEP THREE:         The third step required in developing the computer database is DATA ENTRY of all the information collected for Roof Management by Roof Design Works, Inc. The data can be entered into the clients chosen Roof Management program or Roof Design Works, Inc. can provide or recommend one for the project.

STEP FOUR:           The fourth step required in developing the computer database is utilizing the information entered into the Roof Management Program by retrieving, organizing, and manipulating the data entered into the program by query selections for developing long term strategic planning.  Roof Management Programs have the capability to:

• Import and View CAD Drawings
• View and Print Photos, Details, and Memos
• Review and Print Roof Reports
• Review Projects by Contractors, Manufacturers, and Designers
• Review Projects by Roof System Type
• Sort Data by Division, Groups, or Companies
• Generate Action Letters
• Print Reports, Roof Plans, Photos, and Guarantees
• Track Roof Leak History
• Rate Any Roof System
• Review Financial Past
• Review Financial Future
• Perform Financial Analysis of Roofing Projects
• Create Detail Cost Estimating
• Track and Display Scanned Guarantees
• Schedule Maintenance, Inspection, and Reroofing
• Generate Work Orders
• Present Data in Graphic Formats
• Review and Print Data Input Status Reports
• Review Projects by Warranty Status and Expiration Dates

CONCLUSION:        The most important reason for establishing a program of regular roof maintenance and inspection is to protect the Owner's investment. A properly executed maintenance program will more than pay for itself by not only adding years to the life of the roof, but it will also detect minor problems before damage is widespread and avoid interruption of the internal functions of the building.

                              A smooth-functioning maintenance program will allow capital to be requested on an orderly basis, so that as each roof membrane finally reaches the end of its life-cycle and is no longer economical to maintain, it can be replaced or recovered in the best possible weather.  A good maintenance program thus is in operation from the time a roof membrane is applied until the time it is replaced.