Presentation for: 2009 FIMS/Real Estate Workshop Prepared by: Mark Gordy, Headquarters (EES)

1. Facilities Information Management System Data Quality and Anomalies Presentation for: 2009 FIMS/Real Estate Workshop Prepared by: Mark Gordy, Headquarters (EES) June 3, 2009

2. Prior to the annual FRPP submission: Ensure that all FIMS data elements are fully populated Accomplished via the population reports distributed to the Sites Also verified at the time of the year-end snapshot Perform the operating cost allocation Generate the year-end snapshot (source of the FRPP submission) Perform all of the anomaly checks on the data Verify the accuracy of all disposition data in the FIMS archive Generate variance reports on all numeric values where there is a difference of 15% or more from the previous year Once the data is uploaded into the FRPP, we compare the FRPP data against the FIMS year-end snapshot to verify accuracy Once the data has been uploaded, staged, and validated in the FRPP, the final agency confirmation is performed FRPP Data Quality Process

3. The accuracy of the disposition data was the best since we began reporting disposition data in FY06 Given the enormous interest in disposition data by the Office of Management and Budget (OMB), accuracy of the data is very important Significant analysis of this data is conducted prior to FRPP reporting Disposition Data

4. The disposition method of “Federal Transfer” is used for internal transfers within the Department The Federal Transfer disposition method should only be used for assets that are transferred to another federal agency (DOD, GSA, etc) This disposition method is not intended to reflect internal transfers within Programs, Sites or transfers to local government or the public For assets that are transferred within the Department (Program or Site transfers), please contact the FIMS Hotline for assistance Before any asset can be transferred within FIMS, there needs to be concurrence from the giving and receiving Program or Site Once concurrence has been received, the asset can be moved within FIMS without causing any additional data entry burden on the Sites. In addition, we can ensure that the integrity of the year-end reporting can remain intact. Common Errors in Disposition Reporting

5. The Disposition Method of “Other Disposition” is used when a more appropriate option is available During our analysis of the FY08 disposition data, numerous assets reflected a Disposition Method of “Other Disposition”. After consultation with the sites, in all but one case, a more appropriate option was available for the Disposition Method. Most in this example were assets that were transferred to local government or the public. In these instances, it was determined that the correct Disposition Method was “Public Benefit Conveyance: Negotiated Sales to Public Agencies”. If considering using “Other Disposition”, please contact Mark Gordy, Gayle Smith, or Phil Dalby Any situation where “Other Disposition” is used will undoubtedly raise questions about our submission, which we would like to avoid Misuse of Lease Termination and Lease Expiration disposition methods Common Errors in Disposition Reporting

6. Estimated Disposition Year reflects the current fiscal year or earlier Please ensure the Estimated Disposition Year reflects a future fiscal year if the asset will not be disposed of during FY09 Estimated Disposition Year must be updated by June 15, 2009 Next Years disposition has been archived prior to the year-end snapshot FY09 data updates can be made in FIMS through November 13, 2009 Any FY10 dispositions should not be archived in FIMS until after the FY09 year-end snapshot, which will be November 16, 2009 Disposition Date reflects the date of the archive in FIMS The Disposition Date should always reflect the date of actual disposition Common Errors in Disposition Reporting

7. Disposition Value should equal the RPV for Federal Transfer, Demolition, Public Benefit Conveyance, and Other Disposition Methods In most cases, the Disposition Value should not be equal to $0 Net Proceeds for Negotiated Sales should represent proceeds from a sale less disposal costs Ensure all other data fields have been updated – keeping in mind that once an asset is archived, the data can only be changed by Headquarters Verify Before You Archive

8. For Admin Corrections, please ensure the Notes field contains an explanation If “Other Disposition” is used, please ensure the Notes field contains a detailed explanation If an asset needs to be archived and the actual disposition date is in a prior fiscal year, please contact the FIMS Hotline so that we can discuss the proper disposition date that should be captured in FIMS. Sites who have land or buildings that are being sold, should contact Tom Geronikos in the quarter in which they are being sold Tom is required to report this information to GSA which in turn reports this to OMB Tom queries FIMS each quarter and sometimes identifies Sales that he was not notified of Final Disposition Items

9. Actual Maintenance = $0 Specifically for those assets that are Operating and/or Mission Critical or Mission Dependent, Not Critical In FY08, 37% of operating DOE Owned Mission Critical buildings had $0 Actual Maintenance Operating includes status options of Operating, Operational Standby and Operating Pending D&D In FY07, the percentage was 37% and in FY06 it was 34% FRPP Data Anomalies

10. Assets with $0 Actual Maintenance(Operating DOE Owned Mission Critical Buildings)

11. Of These 848 Assets Identified with $0 Actual Maintenance in FY08 • 91% of these same assets had $0 Actual Maintenance in FY07 • 81% of these same assets had $0 Actual Maintenance in FY06

12. Actual Maintenance > Replacement Plant Value Deferred Maintenance > Replacement Plant Value Creates a negative condition index (not allowed by FRPP) Using Organization reflects Private Sector, however, the Outgrant Indicator is set to “No” Outgrant Indicator should be set to “Yes” in this scenario Asset has been formally declared Excess and the Status is shown as active (Operating, Operational Standby, Operating Pending D&D, or Operating Under an Outgrant) At the end of FY08, 35% of our excess assets fell into this category Currently, 40% of our excess assets fall into this category FRPP Data Anomalies

13. Number of Operating Assets by Fiscal Year in Which They Were Formally Declared Excess

14. Assets with a disposition status are still included in the active inventory These assets should be archived immediately once the disposition method has been entered into FIMS Negative Actual Maintenance values OSF’s with a Primary or Secondary Quantity of 0 OSF Usage Code was changed and the Primary and/or Secondary Quantity were not updated. Keep in mind that when the usage code of an OSF asset is updated, the primary unit of measure could possibly change. Therefore, the primary quantity would need to be updated. This also applies to Secondary Quantity for those assets that it applies to. FRPP Data Anomalies

15. Questions/Comments

16. Thank You Very Much!! • An error free FIMS database is what really makes Elvis want to Shake, Rattle, and Roll