Reporting Maintenance Execution FIMS/Real Estate Workshop June 16, 2011 Cindy Hunt, PE, LEED AP, CCE, CFM Office of Management Office of Engineering and Construction Management

The Agenda Genesis of Requirement for Maintenance, Repair and Disposition Budgeting and Reporting Current Methodologies Proposal to Change Quarterly Maintenance and Repair Report Format 2

Why DOE Tracks Maintenance & Disposition Assure Compliance with Consolidated Appropriations Resolution, 2003 Ensure adequate funds are budgeted for facility maintenance and disposition Ensure amounts reported in the IFI Crosscut budget are expended solely for these purposes 3

How DOE Identifies Planned Maintenance & Disposition Planned Maintenance, Repair and Disposition Identified by Program/Site in the Integrated Facilities and Infrastructure Budget Crosscut Summarized in the Overview Section of the Presidents Budget Request 4

Source Data * for Planned Maintenance & Repair 5 Program Direct and Indirect Totals are Basis of Annual Maintenance Report to Congress Site Direct and Indirect Totals are Basis of Quarterly Maintenance Report *Congressional Budget Request

How DOE Tracks Actual Maintenance & Disposition Actual Expenditures for Maintenance and Repair Site-level actual costs reported to Program quarterly Program assessment of site execution submitted to OECM within 45 days after the end of the quarter Asset-level actual costs populated in FIMS per year-end reporting schedule 6 Actual Disposition Asset-level disposition value reported in FIMS Updated when STATUS is updated as to reflect disposition method FIMS

Source Data * for Actual M&R Expenditures 7 Recorded at the Asset-level Asset-Level: FIMS (Report from Site Financial Office) * Site-Level: Quarterly Maintenance Report * 2010 Recorded at the Site-level

How DOE Reports Actual Maintenance & Disposition Actual Expenditures for Maintenance and Repair Quarterly Program assessments consolidated and reported to OMB via Real Property Scorecard Annual Report compiled by OECM with Program/CFO concurrence and submitted to OMB for review prior to formal submission to the House and Senate Committee and Subcommittees on Appropriations Actual Disposition Quarterly and Annual Report produced by FIMS query All results submitted to OMB via Real Property Scorecard 8

FY10 Annual Maintenance Expenditure Report to Congress 9 Reports Planned vs. Actual Program Total Planned for FY10 in FY11 CBR ($000) Total Actual Expenditures ($000) Energy Efficiency and Renewable Energy 2,5046,736 Direct Funded Maintenance 03,436 Indirect Funded Maintenance 2,5043,300 Office of Environmental Management 282,375303,011 Direct Funded Maintenance 266,119289,354 Indirect Funded Maintenance 16,25613,657 Fossil Energy 50,89175,668 Direct Funded Maintenance 50,89175,668 Indirect Funded Maintenance 00 Legacy Management 3,2613,108 Direct Funded Maintenance 3,2613,108 Indirect Funded Maintenance 00 Office of Nuclear Energy 33,48738,488 Direct Funded Maintenance 16,40919,251 Indirect Funded Maintenance 17,07819,236 National Nuclear Security Administration 1 632,002599,030 Direct Funded Maintenance 296,991243,156 Indirect Funded Maintenance 335,011355,874 Naval Reactors 2, 3 31,28430,256 Direct Funded Maintenance 13,390-- Indirect Funded Maintenance 17,894-- Office of Science 207,386230,989 Direct Funded Maintenance 33,83532,460 Indirect Funded Maintenance 173,551198,529 Total Direct Funded Maintenance 680,896666,434 Total Indirect Funded Maintenance 562,294590,596 TOTAL MAINTENANCE 1,243,1901,287,285 In FY 2010, DOE expended $1.287B or 103.5% of planned target

Proposal: Report Quarterly Site-level Maintenance in FIMS Proposal: Revise the recording mechanism for quarterly maintenance reporting Site-level Data Direct and Indirect costs Maintain Program/Site-established procedures for managing information Reflect contributions of multiple Programs to maintenance activities at Sites Leverage existing FIMS capability to share information and create reports 10

QMR - Planned QMR - Actual Planned Maintenance & Repair Cost – The dollar amount included in the most recent Budget Request to Congress and planned for expenditure to accomplish maintenance and repair of real property during the fiscal year. Site Level - Planned Maintenance & Repair Cost Q1Q2Q3Q4Total Annual EM Direct Indirect SC Direct Indirect Totals Q1Q2Q3Q4Total Annual SiteDirect Indirect Entering Planned Maintenance 11

QMR - Planned QMR - Actual Actual Maintenance & Repair Cost – The cost recorded during the quarter for maintenance and repair of buildings, real property trailers, and OSFs. Site Level - Actual Maintenance & Repair Cost Q1Q2Q3Q4Totals EM Direct Indirect SC Direct Indirect Totals Q1Q2Q3Q4Totals SiteDirect Indirect Entering Actual Maintenance 12

Producing Reports Standard FIMS Reports would be developed Planned v Actual at Site, Program, and Department level Direct, Indirect, and Total Execution Quarterly Tracking and Annual Total Program-specific submission requirements remain unchanged 13 Life is easier with FIMS

Expectations for Data Correlation FIMS:QMR Variance approx. 17% 14

Benefits of the Proposal & Next Steps 15 Capitalizes on the capabilities of a web-based database over individual spreadsheets Leverages data standardization processes inherent in management of the FIMS database to improve data quality and create a credible historical record Data for annual maintenance expenditure and FRPP reporting resides in a single database Next Steps: FDDC to review FIMS Change Request

Questions Cindy Hunt, PE, LEED AP, CCE, CFM Facilities Engineer Office of Engineering and Construction Management U. S. Department of Energy 1000 Independence Ave., SW Washington, DC