FIMS Data Validation Improvements And Lessons Learned Phil Dalby, PE, LEED AP, CFM Office of Acquisition and Project Management Property Management Virtual Workshop May 22, 2013

Agenda FIMS Validations Status of FY 2013 Validations Validation Trends QA Reviews FY 2013 Validation Plan Best Practices Lessons learned Questions

3 FIMS Reliance on FIMS is increasing – Good News – Current user community consists of almost 500 people – The user base has increased by 40% over the last 5 years – We have seen an increased level of interest in FIMS training by management and facilities personnel in the field OMB's and GSA’s focus has shifted from data completeness to data quality/accuracy – This makes our data validation process all the more important – We have seen significant improvement – Still plenty of room for improvement OMB considers our validation Process a best practice GAO encouraged continued use of the FIMS validation process Call the hotline!!

Importance of FIMS Validations FIMS is the Department’s repository of real property information –Legal/regulatory requirement Annual Submission to the FRPP – Required by 41 CFR § – 41 CFR § requires agencies to verify the accuracy of each FRPP submission 20,000 records with upwards of 175 data elements per record –Used in decision-making throughout the Department –Populates the Federal Real Property Profile –Supplemental data for financial reporting –Avoids unnecessary data calls and site-level queries

FY 2013 FIMS Validation Status 50 Sites to be validated 22 Validated to date – 16 Green – 1 Yellow – 5 Red LPSO is lead on multi-program sites – One scorecard per site Go’in for Green!

Validation Trends

Quality Assurance Reviews ~ Eight per year Try to get to each site every 4 to5 years Share and capture best practices Ensure validations are consistent Department- wide OPAM/HQ Program Office do not run validation – Observe process – Provide assistance – Answer questions We’re from Washington and we're here to help! FIMS

FY2013 FIMS Validation Plan FY2013 Three validations will be performed – One validation will include a random sample of DOE owned buildings, trailers, and Other Structures and Facilities (OSF) – The second validation will include all DOE leased buildings, trailers and Other Structures and Facilities (OSF) – The third validation will include DOE owned, DOE ingrant – DOE leased and withdrawn from public domain land – Contractor leased assets will not be validated – Bridge Safety Inspections will be verified

FIMS Validation Process Planning the Validation Lesson 3 Inbrief Lesson 4 Determine Sample Size Lesson 5 Generate Random Sample Lesson 6 Review Outliers and Generate Outlier Report Lesson 6 Generate DOE Leased Report Lesson 6 Generate Land Report Lesson 6 Generate Bridge Safety Inspection Report Lesson 6 Populate Data Validation Forms Lesson 7 Identify Assets for Physical Walkthroughs Lesson 7 Data Element Review Lesson 8 Source Documents Lesson 9 Desktop Validation Lesson 10 Conduct Walkthroughs Lesson 11 Prepare Scorecards Lesson 12 Prepare Outbrief & Follow-up Actions Lesson 13

Best Practices Complete source documentation worksheet – Streamlines process – Provides contact information of source data owner (SDO) Develop source documentation notebook – Tab for each data element – Signed Memo, dated, clarifying process for obtaining source data by SDO – Be prepared to go into detail on how you arrived at the values for the source data Develop local data base for source data Review entire process prior to validation FIMS

Lessons Learned/Reminders DM inspection no longer than at 5 years apart – Check inspection dates before validation Source data required to be updated annually

Source documentation development – Develop a table for Source Data Owner (SDO) SDO provides data or SDO reviews, makes corrections and certifies existing data – Signs and dates table certifying data is accurate – One SDO per table – Certified by one SDO – SDO must personally review and certify data as correct This procedure can not be used for the following data elements RPVNet Square FeetAnnual Actual Maintenance DMUtilizationAnnual Operating Costs Size (Gross Sqft, Primary Qty, Secondary Qty) Lessons Learned/Reminders

FIMS generated RPVs – Use FIMS User Guide Appendix F to crosswalk Usage Code and RPV model Update process memos if process changes Estimated disposition year for excessed assets – If Site does not have a planned date for disposition Use 9999 Update annually Conduct walkthrough for 25 to 30% of sample Drive by as many of the remaining assets in the sample set as practical Lessons Learned/Reminders

The Facilities Walkthrough During Walkthrough: – Verify Usage code Status Utilization – Do a “sanity check” on deferred maintenance – Verify that multiple buildings and/or trailers assets are not being reported as one single record in FIMS

Rating of Status Chart FIMS Scorecard Status Score Performance Measures * Remainder of Validated Elements Notes Green All performance measures green and… All other elements at-least yellow Preferred level of data quality Yellow Any one performance measure yellow or… No more than one of the remaining elements red Minimal acceptable level of data quality Red Any one performance measure red or… More than one of the remaining elements red Unacceptable data quality *FRPC Performance Measures: Replacement Plant Value, Deferred Maintenance, Utilization, Annual Operating Costs and Annual Actual Maintenance

Corrective Action Plan (CAP) Sample available on FIMS website at Usually just the scorecard with a few additional columns to identify: – Corrective action plan completed within 30 days of validation – Point of contact – Estimated date of completion

Questions? Phil Dalby PE, LEED AP Department of Energy Office of Acquisition and Project Management (APM) - MA-652 Phone: (202) Cell: (202) Fax: (202)