1 FIMS Data Validation Improvements And Lessons Learned Phil Dalby, PE, LEED AP Office of Engineering and Construction Management Facilities and Infrastructure Team FIMS Workshop 3 June 2009 Department of Energy

2 Agenda FIMS Status of FY 2009 Validations QA Assist visits Plan for FY 2010 validations Lessons learned Reminders Questions

3 FIMS Reliance on FIMS is increasing –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 are nearing completion of the third year of validations and have seen significant improvement –Good results with OSF’s –Most sites are now green on status for buildings and real property trailers Next year (FY 2010) we will combine Building, trailers and OSF’s Call the hotline!!

4 FIMS Validation Status 46 Sites to be validated 34 Validated Buildings and Trailers –28 Green/Green OSF’s –16 Green/Green LPSO is lead on multi-program sites –One scorecard per site Go’in for Green!

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8 Quality Assurance Visits ~ Eight per year Try to get to each site every 4 to5 years Sites that score red visit more frequently –To provide assistance OECM/HQ Program Office do not run validation –Observe process –Provide QA –Provide assistance Answer questions We’re from Washington and we're here to help! FIMS

9 FY 2010 FIMS Validation Plan Validate buildings, trailers and OSF’s –One data pull –One Scorecard Validate Sustainable Building Data (buildings and trailers) –Existing Buildings Not Assessed Exempted from Assessment Not Worth Assessing Building Assessed –LEED Points –Guiding Principle Points - % Achieved –LEED Certification Level Attained

10 Validate Sustainable Building Data (buildings and trailers) –New Construction Certification Pending Certification Waived Failed to be Certified –Guiding Principle Points - % Achieved Certification Received –LEED Certification Received –Guiding Principle Points - % Achieved FY 2010 FIMS Validation Plan

11 Outgrant Indicator –Source documentation should list all properties and identify whether they are outgranted Yes or No –Real Estate should be the Subject Matter Expert (SME) for this data Excess Indicator –Source documentation from OECM indicating the asset has been screened and declared excess by DOE Estimated Disposition Year –Source documentation from site’s SME on dispositions indicating when asset is scheduled to be disposed FY 2010 FIMS Validation Plan

12 FY 2010 Validation Forms FIMS Data Validation Forms –Redesigned to include Sustainability data elements The combined random pull of Bldgs/Trailers and OSF's Thank you Mark, Gayle and Mike!

13 Lessons Learned Complete Source Documentation Worksheet –Streamlines process –Provides contact information to subject matter experts (SME) Develop source documentation notebook –Tab for each data element –Signed Memo, dated, clarifying process for obtaining source data by SME –Be prepared to go into detail on how you arrived at the values for the source data Develop Local Data Base For Source Data –Best Practice FIMS

14 Reminders DM Inspection Dates no more than 5 years old Source Data Updated Annually –Usage Code, Status, Outgrant Indicator, Excess Indicator, Using Organization, Utilization, RPV, DM, Mission Dependency, Annual Operating Costs, Annual Actual Maintenance and Sustainability Data

15 No source documentation for a data element, and it can’t be generated –Develop a table from data currently in FIMS Site’s Subject Matter Expert (SME) review the data Make needed corrections Sign and date the table indicating he/she certifies the data is accurate –One data element per table –Certified by only the SME, personally reviewed and certified the data as correct –This procedure can not be used for the following FRPC data elements: Size (Gross Sqft, Primary Qty, Secondary Qty), Net Usable Square Feet, Utilization, Replacement Plant Value, Deferred Maintenance, Annual Operating Costs and Annual Actual Maintenance –FIMS Coordinator should not be SME –Source documents must be signed prior to validation Reminders

16 We use the FIMS User Guide to crosswalk Usage Code and RPV Model to validate FIMS generated RPVs Don’t need to regenerate Source data each year for data elements that don’t change –Add yearly updates (DM, AM, AOC) –Only update process memos if process changes Reminders

17 Questions? Phil Dalby PE, LEED AP Department of Energy Office of Engineering and Construction Management (OECM) - MA-50 Phone: (202) Cell: (202) Fax: (202)