From Assessment to Action: How AI Is Transforming K-12 Capital Planning

Join Steven Warshaw and Intellis Labs at K12 Facilities Forum 2025 as we take the next step in data-driven capital planning.

From Data to Action: Join Intellis Labs at K12FF 2025 for AI‑Enabled Capital Planning

Capital planning remains one of the most significant challenges for K-12 school districts. Many schools and facilities departments are overwhelmed by raw condition assessment data, lacking clarity on how to transform it into a fundable and sustainable capital plan.

Last year, at the K12 Facilities Forum, Steven Warshaw introduced a blueprint for how districts can move beyond reactive maintenance toward dynamic, data-driven planning. That conversation set the stage for the next era: leveraging AI to bring capital planning into real time.

Intellis Labs is proud to return to K12FF (November 9–11, Bonita Springs, FL) with Steven moderating a roundtable discussion titled "Leveraging Technology and AI in Capital Planning."

Join us as we explore the mechanics, strategies, and pitfalls of turning data into action.  

Lessons from Steven Warshaw's 2024 Presentation

In this post, we'll revisit key lessons from Steven's 2024 presentation, preview what's next in 2025, and explain why you won't want to miss this year's conversation.

Developing Resilient School Capital Plans Using Data-Driven Policy Choices

At the 2024 K12 Facilities Forum, Steven Warshaw shared a compelling framework for transforming how districts think about capital planning—moving from reactive fixes to forward-looking, data-driven strategies.

1. Ongoing Condition Assessments Over Static Snapshots

Treat facility condition evaluation as a continuous process. This ensures districts have up-to-date data to inform planning, forecast deterioration, and intervene strategically.

2. Data Integration + Policy-Driven Rules

Integrate data from multiple sources and define rules to determine when components trigger capital projects, how they are scoped, and how they align with strategic priorities.

3. Scenario Modeling & Flexibility Under Constraints

Test "what-if" scenarios to adjust budgets, timelines, and priorities. The system recalibrates dynamically when unexpected obligations arise.

Learn more about how the Foundation System handles scenario modeling. 

4. Automation + Human Oversight

Automation optimizes planning, but human judgment remains essential for context-based decisions and strategic adjustments.

5. Benefits Realized Over Time

Districts can compare historical, current, and projected data to validate decisions, improve forecasting accuracy, and refine capital strategies, resulting in more transparent, defensible, and resilient plans.

These key insights provide a springboard for 2025's deeper dive, leveraging AI to transition from planning to foresight.

Read the full recap here.

What to Expect at K12FF 2025: Leveraging Technology & AI in Capital Planning

In this year's roundtable, Steven will guide participants through a more interactive, forward-looking exploration of capital planning's next frontier. Attendees will engage in real dialogue on how AI, technology, and strategy intersect.

1. Structuring Data & Rules for AI Readiness

Develop assessment data, rules, and project logic to enable AI to generate meaningful predictions and insights.

2. Common Pitfalls & Mitigation Strategies

Learn how to overcome common obstacles, such as data gaps, legacy systems, and budget constraints.

Read more about how to avoid common pitfalls in capital planning. 

3. District Case Studies & Use Cases

Real-world examples of AI-enabled capital planning under funding, occupancy, or facility constraints.

View all Foundation Case Studies. 

4. Best Practices for Smooth Adoption

Introduce AI capabilities without disrupting workflows by following these recommendations for pilots, stakeholder buy-in, and phased rollouts.

This is a roundtable, not a lecture—attendees can pose real-world challenges, share lessons, and co-develop strategies in real time.

Why You Should Attend Steven's Roundtable

• Peer Engagement: Discuss capital planning with K–12 facilities and operations leaders.

• Actionable Insights: Walk away with strategies and tactics you can apply immediately.

• Shape the AI Conversation: Help inform how AI tools should evolve to address district needs.

• Hands-On Learning: Participate in a conversation designed for exchange and collaboration.

Ready to join the conversation?

• Visit our landing page to read more about the event, watch Steven's 2024 presentation, and request a demo.
• Request a demo of Intellis Labs' Foundation platform to see how AI-enabled capital planning can transform your workflow. 

Don't miss the opportunity to see how data, technology, and AI are shaping the future of K-12 facility planning!

Watch Steven's 2024 presentation: Building Resilient School Plans.

Further Resources

• Find out more about conferences and events Intellis Attends throughout the year!
• K12FF 2024: Creating Reslient School Capital Plans with Data-Driven Policies.
• Learn more about Intellis at K12FF.