FIMS Data Quality FIMS Annual Training May 10-12, 2016 Prepared by: Mark Gordy and Gayle Smith

Emphasis on Data Quality  On January 28, 2016, the Office of Management and Budget (OMB) issued a Management and Procedures Memorandum, Improving Federal Property Data Quality  New initiative states all executive branch agencies will now be required to implement standard Validation & Verification (V & V) checks against data submitted to the Federal Real Property Profile (FRPP)  The implementation of the FRPP V & V will begin with the FY 2016 FRPP submission Facilities Information Management System (FIMS) 2

Emphasis on Data Quality (Cont’d)  OMB recognizes that agencies already have some sort of V & V procedures in place. For DOE that includes.  Annual FIMS data validations  Year-end analysis and data anomaly checks performed by the Office of Asset Management Facilities Information Management System (FIMS) 3

What is the FRPP V & V?  Includes a series of data anomaly checks to be performed against agencies annual FRPP submission  Mandates resolution of data anomalies detected by the FRPP  Requires agencies to define actions for anomaly resolution  Establishes deadlines by which agencies will implement V & V  IMPORTANT: Is not intended to replace the annual FIMS data validations or our data analysis/FIMS anomaly checks Facilities Information Management System (FIMS) 4

Three Components of the FRPP V & V  Existing Business Rule Validation  These are existing checks in the FRPP software which prevent agencies from uploading invalid information  Automated Data Anomaly Reports (** NEW **)  Reports generated by the agencies after the annual submission to the FRPP. They suggest possible inconsistencies or inaccuracies with the data.  These are similar to the data anomaly reports currently generated by the Office of Asset Management (MA-50)  Anomaly Resolution (** NEW **)  Agencies must investigate whether the underlying data flagged by the anomaly reports are accurate or inaccurate  Anomalies must be resolved between December 16 and October 15 of each fiscal year Facilities Information Management System (FIMS) 5

Why is this important?  The Administration is working with the Federal Real Property Council (FRPC) to improve the quality of the real property data and to develop key performance metrics  In March 2015, the Administration issued the National Strategy for Efficient Use of Real Property and the Reduce the Footprint (RTF) policy to:  Increase utilization of Government owned buildings  Reduce excess or underutilized properties  Improve cost-effectiveness and efficiency of the portfolio  Identify opportunities to consolidate properties Facilities Information Management System (FIMS) 6

Why is this important? (Cont’d)  Administration and OMB view the FRPP V & V as critical to the full implementation of the National Strategy and RTF. They also want to ensure agency decision makers are basing strategies on high quality data.  GAO has regularly audited the FRPP data. They indicated in their 2015 update the FRPP data needs improvement and they moved this to their high risk list. Facilities Information Management System (FIMS) 7

FRPP V & V Timeline V & V ComponentCompletion DateAgency Action Req’d Generate FRPP Data Anomaly Reports December 16, 2016, and then recurring every year DOE will be required to run the FRPP Anomaly Reports Anomaly Resolution for FY 2016 October 15, 2017Complete resolution of 75% of total anomalies identified from FY 2016 FRPP reporting Anomaly Resolution for FY 2017 October 15, 2018Complete resolution of 100% of total anomalies identified from FY 2017 FRPP reporting Anomaly Resolution Beyond FY 2017 October 15 of every yearDOE must resolve 100% anomalies identified in FRPP reporting Facilities Information Management System (FIMS) 8

FRPP Data Anomaly Checks Facilities Information Management System (FIMS) 9

FRPP Data Anomalies Facilities Information Management System (FIMS) 10

FRPP Data Anomalies (Cont’d) Facilities Information Management System (FIMS) 11

FRPP Data Anomalies (Cont’d) Facilities Information Management System (FIMS) 12

Anomaly Resolution  DOE must respond in one of three ways to a FRPP anomaly  Option 1: Verify the data is accurate and then affirm that accuracy  Option 2: Indicate the data is in error and correct the data element  Option 3: Report the data anomaly is unresolved, which indicates that DOE is unable to determine whether an error exists  We do not anticipate a response in this category  Once an anomaly is resolved, it will no longer count towards the agency’s current anomaly total  Option 3 from above is not considered to be a resolution Facilities Information Management System (FIMS) 13

FRPP Asset Alerts  New type of report which is similar to data anomaly reports but a resolution is not required  They are optional at this time  Nine Asset Alerts are currently defined  They do not count towards an agency’s anomaly totals  We will not focus on Asset Alerts for the FY 2016 FRPP data submission  We anticipate that a response to these Asset Alerts could become required at some future date Facilities Information Management System (FIMS) 14

FIMS Data Anomaly Checks Facilities Information Management System (FIMS) 15

FIMS Data Anomaly Checks  Currently have a series of data anomaly checks that are performed as part of our year-end analysis of the FIMS data  This analysis occurs between October and December prior to finalizing the FRPP submission  Now in the process of building these anomaly checks into FIMS so that Sites can generate these throughout the year. Will be deployed as part of FIMS v2.29.  Sites should also be using the Population Queries to ensure there are no missing values Facilities Information Management System (FIMS) 16

FIMS Year-End Data Anomaly Checks  Estimated Disposition Year must be a future year  Excess Indicator is ‘Yes’ and Status is ‘Operating’  Excess Indicator is ‘Yes’ and Mission Dependency is ‘Mission Critical’ or ‘Mission Dependent, Not Critical’  Excess Indicator is ‘Yes’ and Utilization > 0%  Low values ($1, $5, $10. etc) for RPV, AM, RN or DM  Actual Maintenance > RPV  Verify Roads have Public and Non- Public miles and lane miles populated  Hours of Operation > 0 for Shutdown assets  Actual Maintenance = $0 for Operating assets  Repair Needs must be >= Deferred Maintenance  Annual Rent for DOE Leases must be greater than $0  Verify no expired leases exist Facilities Information Management System (FIMS) 17

FIMS Year-End Data Anomaly Checks (Cont’d)  Site Level Operating Cost must be greater than or equal to the total asset level Operating Cost  Verify Federal Transfers are disposition to Federal agencies  Verify large negative Net Proceeds are correct for Negotiated Sales  Missing value for PBPI for OSF’s  Verify Occupancy data is fully populated  Verify all ‘Other Dispositions’ are accurate  Large variances in numeric values from prior year to current year  Blank Inspection Dates or Inspection Dates older than five years Facilities Information Management System (FIMS) 18

FIMS Anomaly Reports Demo Facilities Information Management System (FIMS) 19

Facilities Information Management System (FIMS) 20