Maintained Archeological Sites MAS Integrating MAS and FMSS

1. Maintained Archeological Sites (MAS)Integrating MAS and FMSS

2. Maintained Archeological Sites are archeological sites within the NPS system that are maintained actively. This involves improvements to an archeological site that extend its life and enhance its value through conservation or preservation activities. Such activities include preventative maintenance, in-kind replacement of parts and structural components, conservation treatments, recurring repairs, normal repairs, unscheduled repairs, and other actions. Active maintenance of archeological sites is part of a resource stewardship and management program. MAS are considered to be facilities according to Federal Real Property (FRP) standards. Source: Maintained Archeological Sites Business Practices document (September 2009) Classification as a MAS is intended to support facility management objectives What is a Maintained Archeological Site (MAS)? Vegetation management on archeological sites is extremely common across a range of archeological sitesVegetation management on archeological sites is extremely common across a range of archeological sites

3. Many NPS archeological sites need maintenance An archaeological site may require active maintenance for several reasons To retain structural and physical integrity To correct or prevent deterioration To be kept at or brought to a state of “fair” or “good” condition under ASMIS criteria For public interpretation Emergency situations For other management purposes Even non-NPS owned assets that are park maintained would be candidates for inclusion in FMSS and should be captured in FMSS at park discretion

4. Incorporating MAS into FMSS is a good management standard and a requirement for certain funding sources Some funding sources require it Facility projects require utilizing FMSS to develop and cost work orders for site work Asset management protocols require tracking the time and cost involved with all facilities, including MAS Establishing the true cost of managing assets establishes credibility for funding requests Policy and standards dictate this approach (e.g., E.O. 13327; D.O. #80) All new projects marked as “Facility” must contain MAS information and work orders in FMSS for many funding sources All new projects marked as “Facility” must contain MAS information and work orders in FMSS for many funding sources

5. Funding sources now require MAS to be in FMSS for the Servicewide Comprehensive Call (SCC) Current requirement Cultural Cyclic Regular Cyclic Repair Rehabilitation FLREA/Fee Demo

6. Twelve ‘Formation Types’ characterize all MAS No one standard archeological site type exists Various types of sites have their own specific maintenance needs NPS has characterized the range of sites into twelve formation types Each Formation Type is characterized as Simple, Moderate, or Complex MAS Formation Types Barrier / Enclosure Building Cumulus Earthwork Excavation Grounds Imagery Interment Route-way Scatter Structure Wreckage This is the “asset” level for purposes of FMSSThis is the “asset” level for purposes of FMSS

7. Entering MAS into FMSS follows the same process as for entering other Location records and related data Preparing for MAS data entry includes establishing a park MAS team Determine what sites meet the MAS definition using the MAS Business Practices Determine what sites are already in FMSS and need updating using the specification template Determine how MAS fit into the park FMSS hierarchy (‘map your hierarchy’) Compile site forms and latest condition assessments and other key data Begin data entry of MAS into FMSS through establishment of Locations Determine API (and request approval) Threshold is that we are doing something to a site or are planning to do something to a site Many sites were previously entered as an asset category called “ruins” These are in the process of being changed to MAS Every park has a different hierarchy starting with Site = the park or a significant portion of the park = locations = roads/buildings/trails/MAS and then assets. Can be shown graphically much like an org chart.Threshold is that we are doing something to a site or are planning to do something to a site Many sites were previously entered as an asset category called “ruins” These are in the process of being changed to MAS Every park has a different hierarchy starting with Site = the park or a significant portion of the park = locations = roads/buildings/trails/MAS and then assets. Can be shown graphically much like an org chart.

8. Determine CRV (and request approval) Complete data entry of MAS through development of assets (e.g., formation types) for each location Create work orders in FMSS that identify deficiencies Cost work orders using CESS Select work orders that will comprise project Import project from FMSS work orders into PMIS using Project Scoping Tool (PST) Finalize project in PMIS

9. Establishing a MAS interdisciplinary team is essential to prepare for MAS data entry at a park Parks should assemble a collaborative team that represents park interests Define your team E.g. cultural resource staff, facility manager, FMSS specialist Identify primary source of technical support for archaeological documentation and maintenance (ideally an archaeologist from park, center, or region) Ensure team has proper training Guidance in MAS Business Practices FMSS online training opportunities

10. Use established criteria to determine which sites at the park meet the MAS definition The first step in identifying the park inventory of MAS assets is to evaluate and determine which individual sites meet the criteria of a MAS Specific criteria include: The site fabric was previously stabilized. The site must be maintained for physical integrity. The site must be maintained for interpretation purposes. The site is regularly accessed by the public, presenting potential safety hazards or impacts from visitor use that requires treatment. The park performs regular routine or cyclic maintenance at the site. The park has applied for funding and/or plans to perform major site work (e.g. fabric or environmental stabilization along with the appropriate documentation). The park wants to track staff time, costs, and project funding for site maintenance

11. Determine what types and number of sites that need to be entered into FMSS Remember: Not all archeological sites at a park need to be entered as MAS in FMSS In many parks, no sites will need to be entered into FMSS Other sites not immediately captured in FMSS might need to be captured in the future Future condition assessments may indicate that preservation work is needed Once preservation recommendations are completed, a determination can be made as to whether or not to enter it into FMSS Immediate stabilization required Site endangered High visitor impact Site security Timing for SCC Immediate stabilization required Site endangered High visitor impact Site security Timing for SCC

12. MAS Locations need not relate directly to ASMIS (Archeological Site Management Information System) Ideally, locations captured as MAS should already be recorded in ASMIS Identifying and classifying a MAS should be straightforward since, ideally, a one-to-one relationship should exist between the MAS in FMSS and the same site or sub-site in ASMIS However, a one-to-one relationship is not required to create a MAS in FMSS ASMIS could have a one-to-many relationship with FMSS because of multiple formation types The Mission San Jose represents one ASMIS record, but within the Mission site, the park has created four different Location records in FMSS: one building (4100), one Maintained Landscape (3100) and two MAS Locations, one with a primary formation type of Building (the Convento), and one with a primary formation type of Structure (workshop ruins).The Mission San Jose represents one ASMIS record, but within the Mission site, the park has created four different Location records in FMSS: one building (4100), one Maintained Landscape (3100) and two MAS Locations, one with a primary formation type of Building (the Convento), and one with a primary formation type of Structure (workshop ruins).

13. Determine what sites are already in FMSS and appropriateness of classification Some sites may exist as 7200 assets because they were formerly classified as Ruins Review and determine if site should stay, be moved to a different asset type, or be marked as ‘Removed’ from park inventory Reference MAS BP’s for additional guidance, Review and Reclassification of Ruins Previously Existing Under the 7200 Asset Code Speaker’s note: Ruins (old 7200) was used as a ‘dumping ground’ for Ruins Photo: Marching Bears at Effigy MoundsSpeaker’s note: Ruins (old 7200) was used as a ‘dumping ground’ for Ruins Photo: Marching Bears at Effigy Mounds

14. Calculate Asset Priority Index During review of the API scoring process for MAS by the MAS Workgroup, several trends were noticed that should be kept in mind for any park evaluating its MAS. Generally, prehistoric MAS API scores will range from 55 – 80, since they are not involved in park operations Generally, non-prehistoric sites will score from 32 - 100 Historic sites can go as high as 100 if adaptively reused or if required to maintain under agreement Back country sites will score lower because of limited or no visitor use API is simply a standard way of ranking location/assets within a parkAPI is simply a standard way of ranking location/assets within a park

15. Current Replacement Value is simply a means of calculating an appropriate management value for purposes of estimating cost, tracking condition, and tracking costs. Determine the CRV in the web-based calculator for MAS Speaker Notes: Reflects a base value for operations and maintenance planning purposes Derived from RSMeans or other cost elements associated with treatment, evaluation, and curation of archeological sites Remember a MAS can have more than one formation type: use all formation type necessary to calculate the CRV of the MAS CRV includes mark-ups for park location and net construction costs Reference CRV Quick Start User’s Guide and MAS BPs for additional information on the purpose, background, and elements of the MAS CRV - Looked at past archeological site contracts / associated activities - applied curation and other standards based on site complexity Work with it to get the number closer to what it should be. Ensure Speaker Notes: Reflects a base value for operations and maintenance planning purposes Derived from RSMeans or other cost elements associated with treatment, evaluation, and curation of archeological sites Remember a MAS can have more than one formation type: use all formation type necessary to calculate the CRV of the MAS CRV includes mark-ups for park location and net construction costs Reference CRV Quick Start User’s Guide and MAS BPs for additional information on the purpose, background, and elements of the MAS CRV - Looked at past archeological site contracts / associated activities - applied curation and other standards based on site complexity Work with it to get the number closer to what it should be. Ensure

16. Identify deficiencies and create work orders in FMSS Based on the information obtained during the condition assessment, create a work order for each task that is needed to correct deficiencies in the MAS These deficiencies typically are what would comprise Deferred Maintenance (DM) on the MAS MAS BPs provide examples of deficiencies common to MAS Ensure that the work information is as complete as possible. Certain fields will be used to calculate the DOI score of any project created (i.e., Work Order Priority, WBS and Sub-WBS) When complete place the work order into WACOST status This sends the work order to CESS for costing - -

17. Cost the work orders using CESS An NPS managed cost estimating software, CESS is the preferred method for estimating costs of work orders CESS derives most of its information from industry standard databases (e.g., RS Means) As needed, reach out to Facility Management personnel or others who are familiar with CESS and RS Means costing to complete your estimate Facility Management personnel will need to rely on Cultural Resources staff to help determine work requirement to reflect standardized costs in the CESS estimate Once a CESS estimate is completed and validated, the work order status will automatically change to ‘Costed’; the work order is ready for bundling

18. Send project to PMIS and finalize In the Project Bridge, place the project shell into the queue for transmission to PMIS Go to PMIS, and select “Import Facility Projects” Complete the information necessary to finalize the project in PMIS - Emphasize that in PMIS you must still complete / address the criteria under funding source, justification, and a few other fields (congressional area) in PMIS before its actually ready for submission - Emphasize that in PMIS you must still complete / address the criteria under funding source, justification, and a few other fields (congressional area) in PMIS before its actually ready for submission

19. In closing, remember that MAS asset management requires collaboration and support is out there! Servicewide rollout is ongoing FMSS courses on DOI learn Seek FMSS Coordinator in your park, network or region for assistance MAS Workgroup members also available to provide guidance