FIMS Data Validations And Lessons Learned

1. Department of Energy FIMS Data Validations And Lessons Learned Phil Dalby, P.E. Office of Engineering and Construction ManagementFacilities and Infrastructure TeamFIMS Conference 3 June 2008

2. Agenda • FIMS • Status of FY 2008 Validations • Assist visits • Plan for FY 2009 validations • Lessons learned

3. FIMS • Reliance on FIMS is increasing • Current user community consists of 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 focus on the PMA 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 second year of validations and have seen significant improvement • Most sites are now green on status for buildings and real property trailers • Next year we will begin validating OSF’s Call the hotline!!

4. FIMS Validation Status • 47 Sites to be validated • 32 Validated • 24 Green/Green • LPSO is lead on multi-program sites • One scorecard per site Right on! Go’in for Green!

7. Assist Visits • Eight per year • Try to get to each site every 5 years • Sites that score red visit more frequently • OECM/HQ Program Office do not run validation • Observe process • Provide QA • Provide assistance • Answer questions FIMS We’re from Washington and we're here to help!

8. FY 2009 FIMS Validation Plan • Validate buildings and trailers • One data pull • One Scorecard • No change from FY 2008 • Validate OSF’s on a separate scorecard • Data pull using sample size chart • Separate scorecard for OSF’s “Where’d you get this plan”… Washington!

9. EM’s Experience Validating OSF’s Getting to Green without Seeing Red

10. OSF Validation • EM administratively validated OSFs in the 2007 and 2008 validation cycles. • Used similar procedures as used for buildings and trailers as much as possible • Validated similar elements as those done for buildings • 2007 results were as expected – RED • Missing documentation • Poor integration of documentation with FIMS • 2008 started turning green

11. OSF Validation • Lessons Learned • OSFs can be hard to define • Document what is in the OSF • Document inspections • OSFs can be hard to find • Pre-validation checks • Be sure Red means there is a problem and not just an omission

12. OSF Validation • Lessons Learned (continued) • Key places to review • Usage Code • Drives UOM. If you change the code be sure the new UOM quantity is reasonable. Document your decisions. • Quantity • Sanity check • RPV • Sanity check. Just about any number is a good number as long as you know why you have it. Get engineering to sign off.

13. OSF Validation • Interpretation of Results • OSFs do not always present results like Buildings and Trailers • OSFs will not add up or roll up because there is no common UOM, even within usage codes • An each is not an each, LF of pipe is not a LF of pipe • Comparing RPV can be meaningless • Comparing DM can be meaningless • DM using industry metrics? • ACI does not apply to OSFs

14. OSF Validation • Concerns • RPV is not supported by models • Reasonableness test • Flag outliers for further review • Usage Codes • UOM are not always descriptive

15. 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. FIMS

16. Questions?