Software to Determine Building Maintenance Necessities in Facility Management

Condition Assessment and Multi-Criteria Decision-Making

At a Glance

Researchers at Colorado State University have developed a systematic and structured multi-criteria decision-making (MCDM) approach for building maintenance practices in a resource-constrained environment. The software includes: (1) a Condition Assessment tool for Facility Management based on Fuzzy Sets Theory, and (2) a Multi-Criteria Decision-Making tool for Building Maintenance practices based on Choosing by Advantages.


Building maintenance is a fundamental practice in facility management, which supports the longevity of a building. Current decision-making processes are typically based on human judgement, with the influence of multiple individual variables affecting the final decision. Critical variables, such as equipment condition assessment, result in qualitative and subjective outcomes such as ‘poor’ or ‘good.  The increasing costs of maintenance practices is a challenge and additional variable for facility management professionals.

A literature review and online survey identified eleven criteria used in building maintenance decision-making: code compliance, condition, cost, duration, funding availability, health and safety, occupancy, impact of failure, scheduling, strategic business planning, and sustainability. The weight given to different criteria varies, with ‘condition’ identified as one of top importance and ‘sustainability’ ranked as one of lower importance. Building maintenance decisions often comprise complex and conflicting criteria and additional tools are needed to help balance priorities and validate decisions.


The primary purpose of this innovation is to develop and rank the set of criteria needed for constructing a multi-criteria decision-making model for use in building maintenance processes. This can help provide a more impartial decision-making process. The software has an exploratory aspect to establish the decision-making and condition assessment practices currently used in facility management. Additional variables such as occupant feedback, mean time between failures, age-based obsolescence, facility condition index, and preventive maintenance cycle provide proxy measures for determining the condition of equipment. A new generation multi-criteria decision-making method, Choosing by Advantages is used and allows for the consideration of multiple criteria and their advantages. Additionally, fuzzy sets theory is utilized to obtain a quantitative condition rating, while minimizing subjectivity. This systematic decision-making approach aids in improving the outcome of decisions and resource allocation for maintenance needs.


  • Promotes the consideration of multiple criteria in building maintenance decision-making.
  • Reveals effective uses of facility management data in condition assessment processes.
  • Framework includes multiple variables (as opposed to a single source of information provided by visual inspections)
  • Includes CMMS data, expert opinion, occupant feedback, and industry standards in condition assessment processes, which considers failure trends, cost, deterioration, human perspective, and maintenance practices.
  • Framework minimizes subjective judgment with fuzzy sets theory providing a systematic and mathematical approach to linguistically ambiguous results.
  • Practical decision-making framework that serves facility management professionals of various backgrounds


  • Building maintenance decision making
  • Facility management decision making
Last Updated: April 2024
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Deniz Bestiktepe
Mehmet Ozbek
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