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Condition Data Collection

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Condition Data Collection

The CDC Programme replaces the previous Property Data Survey (PDS) Programme which ran from 2012-2014.

The CDC is a data collection programme; it is not a full condition survey. The CDC is designed to be used by ESFA to enable a fair distribution of capital maintenance funding to academies and Multi Academy Trusts, to identify school blocks in need of replacement and to provide evidence to justify capital bids to treasury.

How can we use the CDC data?

Although the CDC data is not designed to replace a full condition survey or asset management plan, the CDC data may;

Highlight condition issues which need attention or further investigation

Provide a view of roof condition which is not normally seen

Provide good photographic evidence of condition issues

Support bids for condition funding (e.g. Condition Improvement Fund)

Highlight a lack of required building compliance and management documentation at a school

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What are its limitations?

The CDC data does not and is not intended to replace detailed building condition surveys or asset management plans. The CDC report cannot provide enough information to support a comprehensive condition report for any individual establishment that is suitable for asset management planning because:


It is not invasive (only visible condition is inspected)

It is not structural (critical structural repairs may not be identified)

It does not report on hazardous materials (principally asbestos)

It does not address critical health and safety requirements such as fire and intruder alarm functionality

It does not take into account building use or capacity

It does not provide descriptions of defects and remedies or cost information for schools or responsible bodies.


What you should do now (FAQs)


1. We have not yet had our CDC survey visit

The CDC programme has divided schools into four tranches. Tranches 1 and 2 were completed from Sept-Dec 2017. Tranche 3 was surveyed Jan-May 2018. Tranche 4 is due to be surveyed May-Sept 2018. To find out which tranche your school is in, download the lists using the links at the end of this article.


2. What do we have to do before the CDC survey visit?

The online School Questionnaire needs to be completed by schools at least two weeks before the agreed date of the CDC site visit. It can be completed at any time after a school’s CDC Portal account has been set up. A link to the questionnaire will be emailed to schools after their CDC Portal account has been created. A full list of the information requested from schools is contained in the CDC Guide to completing the School Questionnaire which can be downloaded via the links at the end of this article.


3. We have had our survey but not yet seen our CDC data

You will be informed by ESFA when you have access to the CDC data via the portal. If the surveyor has noted a significant Health & Safety issue, you will be informed before the release of the full CDC report.


4. We have received our CDC data. What now?

Your actions following receipt of your CDC data will depend on the content of the report and the provisions you already have in place to manage your buildings.


Gather baseline data on condition to allow you to make informed choices about your assets. A full and up to date condition survey of the school should be available to enable planning and budgeting for future works. This survey should always include electrical and mechanical services which are one of the main areas for compliance failures and maintenance requirements.


Form an asset management plan; Prioritise your specific needs, aligned to your vision and budget. Align this to the maintenance requirements of the site and form an asset management plan extending a minimum of 5 years into the future.


Put in place a structure to govern and shape your plan; Ensure the plan and vision is developed and shared with the relevant stakeholders.


Review and update: Be flexible with your plan and review and amend the plan as circumstances change. Consider refreshing condition data every 5 years to ensure integrity.


For detailed advice on surveys and estate planning and your CDC, please contact Barker via the links at the end of this article.


Further advice from the Department for Education on Good Estate Management for schools is available via the links at the end of this article.


5. There is an error in our CDC Data.

It is important that your CDC data accurately reflects your building condition. There were widespread reports of inaccuracies in the previous PDS programme which the ESFA have tried to address with the current CDC programme. However, it is inevitable that there will be instances where you do not agree with the findings.


It is important that schools raise perceived inaccuracies with the ESFA as the CDC data will be used to allocate future capital funding. Mistakes in the CDC data could lead to schools not being granted the funding they require through Condition Improvement Fund bids or he School Condition Allocation (SCA) programme.


For matters of fact, schools and responsible bodies may contact ESFA directly to have errors corrected. For matters of opinion that require judgement, it may be necessary to seek advice from an independent expert such as a Chartered Surveyor to assess the issue and provide evidence to present to the ESFA.


6. We are a Multi Academy Trust (MAT). What do we do with the CDC data for our schools?

As well as using the data at a local level and collecting more detailed condition information, Multi Academy Trusts will need to collate condition data for their estate portfolio in order to make strategic decisions.


The complexity of the systems you put in place will depend on the size of your MAT, future growth plans and in-house capabilities and resource. Barker can offer advice on highly cost-effective solutions which can be delivered without adding overheads to the trust. A case study on how this works in practice is available via the links at the end of this article.


Further information and links

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