FIMS Data Validation Update for FY16 FIMS Annual Comprehensive Training May 10 – 12, 2016 Presented by: Gayle Smith

What is the FIMS Validation Process Three steps 1. Desktop validation comparing the FIMS data to the Source Data of record for each data element Includes reviewing/discussing the processes applied by a site to populate FIMS and collect the source data 2. Physical visits, “walkthroughs”, to some of the assets validated 3. Summarizing/recording the outcome of the validation on a scorecard 2

Data Elements Removed from the Validation Process Adjustment Cost Initial Acquisition Cost Hours of Operation Sustainability: Assessment Year Sustainability: Guiding Principle Percentage Sustainability: Planned Compliance Year Year Acquired Year Built Meters - Electricity Meters – Gas Natural Meters – Gas - Other Meters – Coal Meters – Fuel Oil Meters – Steam Meters – Water – Chilled Meters – Water – Potable Meters – Water – Non Potable, Fresh 3

New Data Elements for FY16 Validations Actual Sales Price Archived/Disposed Can’t Currently Be Disposed DOE owned buildings, trailers, OSF DOE owned and withdrawn from public domain land Usable Square Feet DOE Leased buildings and trailers GSA Owned and GSA Leased buildings 4

Actual Sales Price Definition: Report the actual sales price for the disposed asset with a Disposition Method of SP – Public Sale or SN – Negotiated Sale Actual Sales Price can be greater than or equal to zer o Validated for assets disposed through public sale or negotiated sale only All other disposed assets will be blank – no source document nee ded Update frequency: Static How to check: Site Subject Matter Expert in charge of asset disposition, i.e. Real Estate, Disposition Manager, Accounting Disposition - Archive 5

Can’t Currently Be Disposed Definition: Reason an asset cannot currently be disposed Valid values: Excess Environmental Remediation Diplomatic Restrictions Title/Legal Disputes Campus Location Easements Protective Structures Other 6

Can’t Currently Be Disposed (continued) Validated for DOE owned buildings, trailers, and OSFs and DOE owned and withdrawn from public domain land where the Excess Indicator = Yes Update frequency: As needed How to check: Site Disposition Manager Excess 7

Usable Sqft Definition: The portion of a building that is available for occupants as determined by using ANSI/BOMA Z , Office Buildings: Standard Methods of Measurement, or IFMA/ASTM E , Standard Classification for Building Floor Area Measurements for Facility Management. The area excludes common areas such as bathrooms, stairways, elevator shafts, corridors, lobbies, equipment (that supports the building) rooms, janitor rooms, pipe and vent shafts, exterior walls, and telephone closets. This area is also known as Usable Area. For GSA Owned and GSA Leased buildings, the Usable Area is the Assigned Usable square feet shown in the Occupancy Agreement. Dimensions Building & Trailer 8

Usable Sqft (continued) Validated for DOE leased buildings and trailers, GSA owned and GSA leased buildings Must be greater than zero Update frequency: As needed How to check: Lease agreements, GSA Rent Bills or GSA Occupancy Agreements Dimensions Building & Trailer 9

FY2016 FIMS Validations For FY2016, 4 validations will be performed 1. A random sample of DOE owned buildings, trailers, and Other Structures and Facilities (OSF) Bridge Safety Inspections will be verified 2. DOE leased buildings, trailers and Other Structures and Facilities (OSF) and GSA owned and leased buildings 3. DOE owned, DOE leased and withdrawn from public domain land 4. Archived/Disposed assets with an Archive Date between October 1, 2014 and September 30,

FIMS Validation Data Elements and Performance Measures for DOE Owned Assets Ownership Usage Code Property Type Status Size (Performance Measure for FY16) Gross Sqft (buildings and trailers) Primary Qty (OSF) Repair Needs (Performance Measure for FY16) Asset % Utilized (buildings and trailers) Replacement Plant Value Deferred Maintenance Operating Cost (site level) and Annual Actual Maintenance (asset level) Mission Dependency Historic Designation Using Organization Main Location Location City/State/County/Zip Code Location Congressional District Excess Indicator Estimated Disposition Year GREEN – Performance Measures 11

FIMS Validation Data Elements and Performance Measures for DOE Owned Assets (continued) Total No of Federal Employees (buildings and trailers) Total No of Contractor Employees (buildings and trailers) Total No of Other Personnel (buildings and trailers) Total No of Occupants (buildings and trailers) Outgrant Indicator Roads – Public Access Miles GREEN – Performance Measures Roads – Public Access Lane Miles Inspection Date Determination Date for DOE Disposal GSA Notification Submitted GSA Notification Accepted Can’t Currently Be Disposed (new for FY16 ) 12

FIMS Validation Data Elements and Performance Measures for DOE Leased and GSA Assets Ownership Usage Code Property Type Status Size (Performance Measure for FY16) Rentable Sqft (buildings and trailers) Primary Qty (OSF) Usable Sqft (new for FY16) Asset % Utilized (buildings and trailers) Replacement Plant Value* Annual Actual Maintenance Mission Dependency Using Organization Main Location Location City/State/County/Zip Code Location Congressional District Estimated Disposition Year* Total No of Federal Employees (buildings and trailers) Total No of Contractor Employees (buildings and trailers) Total No of Other Personnel (buildings and trailers) Total No of Occupants (buildings and trailers) Outgrant Indicator* Inspection Date* Expiration Date Annual Rent Lease Authority* GREEN – Performance Measures * - Validated for DOE Leased only 13

FIMS Validation Data Elements and Performance Measures for Land Assets Ownership Usage Code Property Type Status Size (Performance Measure for FY16) Acreage Mission Dependency Historic Designation (owned only) Using Organization Main Location Location City/State/County/Zip Code Location Congressional District Excess Indicator Estimated Disposition Year Outgrant Indicator Can’t Currently Be Disposed (owned and withdrawn from public domain only) (new for FY16) Expiration Date (leases only) Annual Rent (leases only) Lease Authority (leases only) GREEN – Performance Measures 14

FIMS Validation Data Elements for Archived/Disposed Assets Disposition Date Disposition Method Actual Sales Price (new for FY16) Net Proceeds 15

Additional FIMS Data to be Verified Bridge Safety Inspection information will be verified during the FIMS data validation The DOE Owned Random Sample report #069 will pull the bridge data to be verified for your site No separate report to run or data to copy and paste into the DOE Owned Data Validation Reporting Form 16

Source Documents 17

What are Source Documents? Source Document – at each site, documents containing detailed comprehensive site data that should be the “accurate data of record” Can be a “hard” or “soft” document Information contained is authoritative, has a Subject Matter Expert and is used in decision-making Document is dated Document references the FIMS assets by Property ID 18

Source Documents FIMS data element values must be validated against independent source documents 19

Evaluating a Potential Source Document Is it a direct source? i.e., not a repository of information Is it the most recent source data available for the data element in question? Is the document the most current version? Was the data source used to populate FIMS? Is the source used for day-to-day management decision making? 20

Evaluating a Potential Source Document (continued) Does it have a Subject Matter Expert and process that populates and maintains it? Does it identify each asset by Property ID? Does it contain all assets, including assets with values of Yes, No or Zero? 21

Gathering Source Documents As you are updating FIMS, you should be receiving hard copy/electronic documentation for your source data There should be no need to regenerate Source Documents just prior to the validation Source documents should be gathered and organized prior to the kickoff of the FIMS Validation Consider organizing source documents into file folders/binders by data element sorted by Property ID for easy retrieval during the validation Name electronic source documents appropriately for easy retrieval during the validation, i.e. Usage Code, Ownership 22

Gathering Source Documents (continued) All source documents must be finalized Signed and dated by the Subject Matter Expert If not, is considered an unacceptable source docu ment s printed with dates/To/From info and attachments referenced by file name are accept able For clarification purposes, printed attachments should include the file name and date 23

Walkthroughs 24

The Facilities Walkthrough After the Data Validation Reporting Forms are generated, pick a few of the assets being validated to visit Recommend that a walkthrough be conducted on 30% of the assets selected for the validation For a site validating 25 DOE owned assets and 5 DOE leased and GSA assets, you should walkthrough 7-9 buildings/trailers/OSF Include DOE leased assets, GSA assets and land assets No hard rules on which to select to walkthrough This is not a detailed facility inspection, but an overview to verify actual conditions of a real property asset are consistent with source data and FIMS data Expect a walkthrough to take no more than 10 minutes per facility 25

The Facilities Walkthrough (continued) Drive by as many of the remaining assets as practical in the sample sets Verify: The asset exists Property Type Status 26

The Facilities Walkthrough (continued) Drive by every train bridge, vehicle bridge and culvert to verify Usage Code and Status 27

The Facilities Walkthrough (continued) Drive by 100% of the previous location of the Archived/Disposed assets that are being validate d 28

The Facilities Walkthrough (continued) To help confirm that all existing real property assets are recorded in FIMS, conduct an existing asset check During the walkthroughs record the Property ID of 10 assets that are not part of the sample sets to confirm that these assets are in the FIMS database 5 buildings/trailers 5 OSF At the conclusion of the walkthrough verify the 10 assets exist in FIMS 29

Scorecard 30

Scorecard The scorecard provides several ratings Status A weighted ‘roll-up’ of the findings per data element Progress Subjective recognition of improvement Bridge Safety Inspection Verification Existing Asset Check Bridge Usage Code and Status validation 31

Sample Scorecard 32 Green HQ Site Program: MA Date of Validation: May 10-12, 2016

Lessons Learned and Meeting Guidelines 33

Lessons Learned Ensure you have reviewed the current Fiscal Year Data Validation Guidance and/or attended a recent Validation Training class There are changes to the process annually and the process has evolved over time Every data element must have a source document with a corresponding list of FIMS assets by Property ID i.e., When house.gov is used as a source document for Congressional District, a screenshot of the website is an acceptable source document, you must also attach a list of the FIMS assets 34

Lessons Learned (continued) Be prepared to show backup source documents, not just a signed summary sheet The Source Documentation Worksheet is required to identify the Subject Matter Expert (SME) for each data element No allocations for Repair Needs, Deferred Maintenance or Actual Maintenance Values have to be tracked at the asset level Don’t recreate Source Documents unnecessarily 35

Lessons Learned (continued) Headquarters planned visits are identified in the annual Data Validation Guidance and highlighted in yellow on the Annual Validation Schedule Posted on the FIMS website ( For OSF RPV escalations, RS Means provides an Any City Inflator which is available from FIMS Support Represents an average of the increase of all building construction cost data between the previous year and the current year 36

Lessons Learned (continued) For CAIS users, the report produced for the FIMS upload is your source document Ensure you obtain a copy from your CAIS Administrator 37

Lessons Learned (continued) A source document is only required for the following where values exists: Can’t Currently be Disposed GSA Notification Submitted GSA Notification Accepted Determination Date for DOE Disposal Estimated Disposition Year Actual Sales Price 38

Validation Meeting Guidelines Print the “XREF” page from the Data Validation Reporting Forms to obtain the list of assets being validated 39

Validation Meeting Guidelines (continued) Discuss how the Source Data is organized Validations run more efficiently if the same data element is validated for all assets on the form at the same time versus all data elements for one asset at a time Plan to discuss the process/procedures for obtaining source data Provide copies of the Source Documentation Worksheet to the Validation team 40

Validation Meeting Guidelines (continued) Roles and Responsibilities Every attendee needs to play a part, such a s Check Source Documents required to be updated annually Check list of Source Documents not allowed to be generated from FIMS Check Source Documentation Worksheet for Subject Matter Expert and verify it matches the actual Source Document Check the RPV x-walk for FIMS generated RPVs 41

Validation Meeting Guidelines (continued) Roles and Responsibilities (continued) Every attendee needs to play a part, such as Operate the computer to update the forms Call out the Property IDs from the XREF list to aid in locating the Source Document values Locate and read the Source Document values Map out the plan for the walkthroughs 42

Validation Meeting Guidelines (continued) If a source document cannot be located in a short time frame, move on and come back to it later If electronic source documents are used, please provide two computers and projection screens so all can participate in the process Conduct all side conversations outside the meeting room Disruptive to the validation process 43

Where to find more on the FIMS Data Validations… Data Validation page on the FIMS informational website FIMS Data Validation Training Class Training slides are available on the FIMS website Annual Data Validation Guidance issued by the Office of Asset Management 44

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