A N N UA L F I M S C O M P R E H E N S I V E T R A I N I N G

Y-12 N E W H O P E C E N T E RO A K R I D G E , T N

M A R C H 25 , 2014

G AY L E S M I T H

Accomplishing FRPP Reporting and Improving

Data Quality

Federal Real Property Profile

FRPP - government-wide centralized real property database

Mandated by EO 13327, Federal Real Property Asset Management Requires agencies to report all owned, leased and

otherwise managed Federal real property assets Owned – real property for which the United States holds title Leased – real property for which a Federal agency has signed a

lease Otherwise Managed – state or foreign government owned

properties where a U.S. state or foreign government holds title to the real property, but rights for use have been granted to a Federal Government entity in an arrangement other than a leasehold This includes Withdrawn from Public Domain Land

Federal Real Property Profile continued

Each year the Federal Real Property Council (FRPC) defines the specific data fields that will be reported on an asset level basis

DOE has been reporting to the FRPP since 2005

December 15th – annual reporting deadlineNovember - FIMS data is captured and

reviewed for reporting FY2014 snapshot date - November 10, 2014

FY 2013 FRPP Reporting

Statistics Buildings – 10,457 assets

Includes DOE Owned and DOE Leased buildings and trailers

OSF 7,670 assets Includes DOE Owned and DOE Leased OSFs

Land – 574 records Includes DOE Owned, Withdrawn from Public Domain and

DOE Leased land Dispositions

Buildings – 251 assets OSFs – 242 assets Land – 16 records

Yearly Data Quality Review

Beginning October 1 An extensive review of the FIMS data reported to the

FRPP begins A series of anomaly checks are initiated and sites contacted for

a response/data updates

After the November year-end database snapshot The extensive review continues

Operating Cost allocation Ensuring there are no blank data fields Verifying that assets reported in the previous year can be

accounted for if not being reported in the current year, includes Archived Admin Corrections Assets that changed property type, i.e. building to an OSF Assets that ownership changed, i.e. owned to contractor leased

Yearly Data Quality Review continued

Let’s take a look at some of the anomaly checks

Data Quality Review – Anomaly Checks

Operating Cost Verify that all site level Operating Cost have been

populated Zeroes should be entered for any Operating Cost

that is not expended at a Site, i.e. Snow Removal Site level cost must include all asset level entered

costs, including Leases, Permits, and GSA owned/leased

Site level cost cannot exceed the sum of all entered asset level cost for that Site

Data Quality Review – Anomaly Checks continued

Operating Cost data allocation issues:Recycle Costs

Building A $1000

Building B $1000

Building C left blank

Site level Recycle Cost $1800

Janitorial Costs

Building A $30,000

Building B $30,000

Building C $o

Site level Recycle Cost $62,000

Data Quality Review – Anomaly Checks continued

Hours of Operation > zero for assets in a shutdown Status Hours of Operation is a component of the Operating

Cost allocation Shutdown assets are typically not in operation and

therefore don’t consume utilities – there are exceptionsMissing Outgrant detail

Verify that all the data on the Outgrant window is populated if Outgrants are designated

Data Quality Review – Anomaly Checks continued

Estimated Disposition Year cannot contain a past fiscal year If the asset was not disposed of during the current fiscal

year, update the Estimated Disposition Year to a future fiscal year

Excess Indicator = Yes and the Status = Operating Does not necessarily indicate an error, however does

warrant a review to confirm the accuracy of the dataExcess Indicator = Yes and the Mission

Dependency = Mission Critical Mission Critical assets are not typically disposed

Data Quality Review – Anomaly Checks continued

Excess Indicator = Yes and Utilization > 0 Typically an asset would not continue to be used if it

has been declared excessOSF Primary Quantity and/or Secondary

Quantity are blank For new OSFs, the Dimension window must be

populated to insert this information The FIMS Population report identifies missing required

values Blanks cannot be reported to the FRPP

Data Quality Review – Anomaly Checks continued

Replacement Plant Value with low values, i.e. $100 RPV is the current cost to replace an existing asset with

a new asset based on comparable size and current usage using current technology, codes, standards and materials

Regardless of current Status of asset

Lease Annual Rent = $0 Ensure that $0 is a correct value and was not just used

a placeholder when the record was created

Data Quality Review – Anomaly Checks continued

Lease Expiration Date is a past date FIMS Standard report #062 Expired Ingrant report

identifies these Expired or leases that are terminated early, need to be

archived and removed from DOE’s inventory Total Cool Roof Projected Area contains a

value that is equal to the Gross Square Feet of an asset where the Number of Floors is greater than one Need to verify why the roof area is greater than a

calculated building footprint (gross square feet / number of floors)

Data Quality Review – Anomaly Checks continued

Disposition Method = Federal Transfers Verify transfer is to another federal agency such as

Department of Defense, Department of Agriculture , … City or County government does not qualify as a federal

agency

Disposition Method = Other Verify that a comment has been placed in the Notes

field to explain the disposition method Valid for:

Trailers converted to personal property for disposition

Data Quality Review – Anomaly Checks continued

Disposition Method = Lease Early Termination Verify actual Lease Early termination and not an

Expiration Check Lease Expiration Date versus Disposition Date

Disposition Method = Lease Expiration Verify Lease Expiration Date = Disposition Date

Ensure Annual Actual Maintenance and Operating Cost are entered for Leases No longer using the Lease Other Cost for reporting

these values

Data Quality Review – Anomaly Checks continued

Using Organization ≠8900 DOE Compare against reported values of the previous year to

determine if there are additional assets for the current reporting year

Verify additional assets are correct and not typosPublic and Non-Public Miles and Lane

Miles Verify populated for OSF Usage Codes

1729 Primary Roads 1739 Secondary Roads 1749 Tertiary Roads

Usage Code: Processing Change

Recent OMB inquiry as to why Usage Code was changed from FY12 FRPP reporting to FY13 reporting A data call was made to the sites to obtain an explanation To eliminate the need for any future data calls, a process

change was made to the Usage Code For building and trailer assets currently designated as Office

(Usage Code 101) or Warehouse (Usage Codes 400 -450), the Usage Code is protected in FIMS

Existing buildings and trailers cannot be updated to assign an Office or Warehouse Usage Code

The FIMS upload process does not allow Usage Code to be changed from or to Office or Warehouse

Usage Code: Processing Change continued

To eliminate the need for any future data calls, a process change was made to the Usage Code continued

To request a Usage Code to be updated to or changed from Office or Warehouse, send an email to Phil.Dalby@hq.doe.gov and your Program Office designating FIMS Property ID Current Usage Code Requested Usage Code Explanation as to the circumstance for the change

The Usage Code will be changed by FIMS Support, the explanation documented, and the requestor notified

FRPP Reporting

All anomalies have to be satisfied prior to formatting the FIMS data for the FRPP upload Minimize OMB inquiries

Occasionally data issues are discovered during the FRPP upload Congressional Districts Invalid Zip Codes

Site should review their data before the fiscal year-end snapshot date Use the FIMS Population reports to ensure all data is

populated Look for the anomalies mentioned

FRPP Reporting and Data Quality

QUESTIONS