Inventory and Condition  of Schools (ICOS)

Screen Preview\\k12\shares\user data\Tom.Kuehn\OSPI Projects\Inventory System\WASBO ICOS Presentation (Web Final) 5‐10‐12.pptx

JLARC

History of ICOS

K‐12 Pilot Facility Inventory 

Condition & Use System

Four Options

Legislative Proviso2010

Supplemental Budget

History of ICOS

ICOS (Inventory & Condition of Schools) 

APP (Asset Preservation Program)

The Legislature Calls for a Pilot of a K‐12 Facilities System The 2008

Supplemental Capital Budget (ESHB 2765, Section 1001) directed the Joint 

Legislative Audit and Review Committee (JLARC) to define and develop a pilot facility 

condition and inventory system for K‐12 public school facilities. The overall goal of the pilot 

was to determine the feasibility and costs of statewide data collection on K‐12 facilities. 

The study proviso indicated that, if a system were developed, it

would be housed in and 

operated by OSPI. JLARC’s

pilot project organized K‐12 facilities data into three categories to help answer 

questions such as the following: 

•

Inventory Data – How many school buildings are there? How old are they? How 

many have been remodeled, and at what cost? How many portables are in use? 

•

Condition Data – What is the physical condition of school buildings? How many 

buildings have systems that need repair or replacement? What would be the cost of repairs? 

•

Use of Space and Functionality Data – How is school building space being used? 

Are schools sharing space with the community? Is there space to offer all‐day kindergarten? 

Is classroom space functional? 

JLARCK‐12 Pilot Facility Inventory, 

Condition & Use System 

Option 3:

Semi‐Customized Information Capabilities with Complete State Data Inventory Data: 

Under this option, inventory data would be collected for all school districts. 

For those districts for which OSPI already holds some inventory data collected through 

the Study and Survey process, districts would be asked to verify the existing data and 

fill in any blanks. Districts that have never completed the Study and Survey process 

would be asked to supply all inventory data for their districts.

The cost estimate 

assumes that districts would absorb the cost for these efforts. 

Assuming that the GIS data collected by WASPC

is incorporated into the OSPI 

database, it will be possible under this option to link the K‐12 facilities inventory 

information to GIS layers maintained by other agencies as described in Part Two. 

JLARCK‐12 Pilot Facility Inventory, 

Condition & Use System 

. . . The state would provide funding for consultants to conduct

the 

condition assessments once every six years. The cost estimate assumes that the 

districts would update the condition assessments in the intervening five years, 

absorbing the cost of doing so. . .

Legislative Proviso(4) $250,000 of the common school construction account—state appropriation is provided

solely for the office of the superintendent of public instruction to develop a K-12 facility inventory and condition system based on option number 3, described in the joint legislative audit and review committee's January 2010 report, "K-12 Pilot Facility Inventory, Condition and Use System" as providing semi-customized information capabilities with complete state data.

The office of the superintendent of public instruction must require school districts to submit any energy audits completed for K-12 public school buildings to be incorporated in the inventory system.

It is the legislature's intent to improve the availability of information regarding the local use of state funds provided for school maintenance. Although school facilities are constructed by, and the property of, local jurisdictions, the legislature encourages school districts to invest in activities that extend the useful life of school district facilities. The state's general taxpayers have an interest in information regarding these local decisions since state policy has been to contribute funds in the biennial omnibus operating budget for facilities' maintenance and to contribute capital budget funds to eligible districts for renovation and replacement of buildings. In light of 2010 legislation enacting changes to RCW 28A.150.260 that increase state funding for school maintenance from $73.27 per annual average full-time equivalent K-12 student to $153.18 per student by the 2015-16 school year, with annual adjustments for inflation thereafter, it is the legislature's intent to facilitate development of an information system that will provide better data regarding school districts' use of any state funds provided to assist with maintenance and to monitor facilities' conditions.

ICOS

APP

2010

Supplemental Budget

• DSHS System• Business Analyst (July 2010)• Nine Pilot Districts (July 2011)

• ICOS Goes Live (Feb 2012)• Data Dump of WASPC & OSPI

ICOS Development

February 2012

295 School Districts

• 2,377 School Facility Buildings• 3,030 Additional Buildings• 4,276 Portables• 9,683 Total Buildings

ICOS Basic Building Inventory

• Informed Community• Budget Development• Bond & Levy Planning• Legislative Funding Request

Importance to School Districts

• Project Costing• “One Stop Shopping”

• Preloaded Data

• Asset Preservation Program• Study & Survey Grant Program• Volunteer

Implementation Strategy

• Pre‐disaster Mitigation Program• Six Year Timeline

• Funding Resources

EDS Login

ICOS

Inventory & Condition Reports

PDM

District Contacts

APP

Maps & Boundaries

Applications List

Information Center

Add a FacilityDistrict

Facility

General – Tree View

WSS P

EnergyDistrict

Site Inventory

Summary

Building Inventory

Summary

Rate Site

Summary

Add a Building

ICOS Flow Chart

Site Condition

Building Condition

Summary

Summary

Edit a Facility

Add a BuildingEdit a Building

Edit Site

Rate BuildingEdit Building Add a Building

ICOS / EDS Login Screen

Click to Enter ICOS System

EDS - My Applications

ICOS Home Page

District Contacts

Maps & Boundaries‐Back‐

District Contacts

Information Center

Inventory & Condition

Inventory & Condition

District Summary

Inventory & Condition

Facility Summary

Inventory & Condition

Expand Tree View

Expand Tree View

Site Inventory

Building Inventory

Edit Building Inventory

Building Characteristics / APP‐Back‐

Tree View

Rate Site Components

Tree View

Rate Building Components

Rate Building Components

Rate a Component

Condition Ratings

Rate a Component

Deficiencies & Causes

Sub-assembly Rating

Building Condition Rating

Facility Deficiency Cost Estimate

District Estimated Backlog

Tree View

Asset Preservation Page

FEMA Pre-disaster Mitigation Page

Washington Sustainable School Protocol ( WSSP ) Page

ICOS Reports

APP Report‐Back‐

Building Summary Report

Building Summary Report‐Back‐

Facility Summary Report‐Back‐

District Summary Report‐Back‐

Example – not real data

Inventory & Condition Rating by Building

Example – not real data

Building Component Report

Inventory & Condition of Schools (ICOS)

SCAP Module

APP 

Module

WSSP 

Module

DOH 

Module

Energy

Module

Study & 

Survey

Annual 

Report

D‐Forms

Reports

Health 

Rules

Safety 

Rules

Project 

Costing 

Module

BCE

Board 

Reso

APS

PDM 

Module

Fire

Storm

Earthquake

Flood

Energy 

Star

GIS 

MappingModule

District 

Boundaries

District 

Contacts

Facilities

Legislative 

Districts

Programs in ICOS

SCHOOL CONSTRUCTION ASSISTANCE PROGRAM

STAY IN TOUCH WITH US AND FEEL FREE TO ASK ANY QUESTIONS!

Gary Miller, Eastern WA Regional Coordinatorgary.miller@k12.wa.us(509) 456-2866, (509) 994-3771 (cell)

Tom Carver, Northwest Regional CoordinatorTom.Carver@k12.wa.us(360) 725-6269, (360) 480-2343 (cell)

Tom Kuehn, Southwest Regional Coordinatortom.kuehn@k12.wa.us(360) 725-6221, (360) 918-6580 (cell)

Brenda Hetland, Financial Consultantbrenda.hetland@k12.wa.us(360) 725-6263

Christine Thomas, Business Managerchristine.thomas@k12.wa.us(360) 725-6267

Cindy Orr, Administrative Assistantcindy.orr@k12.wa.us(360) 725-4953

Fatima Salahuddin, Secretaryfatima.salahuddin@k12.wa.us(360) 725-6266

Gordon Beck, Directorgordon.beck@k12.wa.us(360) 725-6261, (360) 481-1967 (cell)

Lois Epperson,

Disbursement Officerlois.epperson@k12.wa.us(360) 725-6187

Lorrell

Noahr, Program Development Manager (bonds, skills centers, disaster mitigation plans)lorrell.noahr@k12.wa.us(360) 725-0414

Mary Loya, IT Business Analyst (ICOS)mary.loya@k12.wa.us(360) 725-6418, (360) 480-3584 (cell)

Patricia Jatczak, Program Development Manager (WSSP, energy grants)patricia.jatczak@k12.wa.us(360) 725-4973

Scott Black, Program Development Manager (APP, small repair grants, Apple Award)scott.black@k12.wa.us(360) 725-6268

Questions ?

Thank you!

What is PDM

The Pre-Disaster Mitigation (PDM) program provides funds to states, territories, Indian tribal governments, communities, and universities for hazard mitigation planning and the implementation of mitigation projects prior to a disaster event.

Funding these plans and projects reduces overall risks to the population and structures, while also reducing reliance on funding from actual disaster declarations.

OSPI has applied for a FEMA 

grant to create a planning 

template specific to 

school districts.

School districts with 

approved plans are eligible to apply for  FEMA funding both before

and after

an emergency.

How can it help a  district?

1. You can apply for a grant to fund projects to mitigate the hazards to people and property before they occur .

2. Once you have an approved plan in place you can more easily apply for federal funds if an event takes place.

3. If there is a disaster somewhere in the state that is declared eligible for federal fund, you can apply for some of those funds to mitigate identified hazards in your diatrict.

AvalancheDroughtFlood Land Slides

VolcanoWild Land Fires

Earthquake Severe StormTsunami

PDM Natural Disasters