Accomplishing FRPP Reporting and Improving Data Quality

1. Accomplishing FRPP Reporting and Improving Data Quality Annual FIMS comprehensive training Y-12 New Hope center Oak ridge, tn March 25, 2014 Gayle Smith

2. Federal Real Property Profile • FRPP - government-wide centralized real property database • Mandated by EO 13327, Federal Real Property Asset Management • Requires agencies to report all owned, leased and otherwise managed Federal real property assets • Owned – real property for which the United States holds title • Leased – real property for which a Federal agency has signed a lease • Otherwise Managed – state or foreign government owned properties where a U.S. state or foreign government holds title to the real property, but rights for use have been granted to a Federal Government entity in an arrangement other than a leasehold • This includes Withdrawn from Public Domain Land

3. Federal Real Property Profile continued • Each year the Federal Real Property Council (FRPC) defines the specific data fields that will be reported on an asset level basis • DOE has been reporting to the FRPP since 2005 • December 15th – annual reporting deadline • November - FIMS data is captured and reviewed for reporting • FY2014 snapshot date - November 10, 2014

4. FY 2013 FRPP Reporting • Statistics • Buildings – 10,457 assets • Includes DOE Owned and DOE Leased buildings and trailers • OSF 7,670 assets • Includes DOE Owned and DOE Leased OSFs • Land – 574 records • Includes DOE Owned, Withdrawn from Public Domain and DOE Leased land • Dispositions • Buildings – 251 assets • OSFs – 242 assets • Land – 16 records

5. Yearly Data Quality Review • Beginning October 1 • An extensive review of the FIMS data reported to the FRPP begins • A series of anomaly checks are initiated and sites contacted for a response/data updates • After the November year-end database snapshot • The extensive review continues • Operating Cost allocation • Ensuring there are no blank data fields • Verifying that assets reported in the previous year can be accounted for if not being reported in the current year, includes • Archived Admin Corrections • Assets that changed property type, i.e. building to an OSF • Assets that ownership changed, i.e. owned to contractor leased

6. Yearly Data Quality Review continued Let’s take a look at some of the anomaly checks

7. Data Quality Review – Anomaly Checks • Operating Cost • Verify that all site level Operating Cost have been populated • Zeroes should be entered for any Operating Cost that is not expended at a Site, i.e. Snow Removal • Site level cost must include all asset level entered costs, including Leases, Permits, and GSA owned/leased • Site level cost cannot exceed the sum of all entered asset level cost for that Site

8. Data Quality Review – Anomaly Checks continued • Operating Cost data allocation issues:

9. Data Quality Review – Anomaly Checks continued • Hours of Operation > zero for assets in a shutdown Status • Hours of Operation is a component of the Operating Cost allocation • Shutdown assets are typically not in operation and therefore don’t consume utilities – there are exceptions • Missing Outgrant detail • Verify that all the data on the Outgrant window is populated if Outgrants are designated

10. Data Quality Review – Anomaly Checks continued • Estimated Disposition Year cannot contain a past fiscal year • If the asset was not disposed of during the current fiscal year, update the Estimated Disposition Year to a future fiscal year • Excess Indicator = Yes and the Status= Operating • Does not necessarily indicate an error, however does warrant a review to confirm the accuracy of the data • Excess Indicator = Yes and the Mission Dependency = Mission Critical • Mission Critical assets are not typically disposed

11. Data Quality Review – Anomaly Checks continued • Excess Indicator = Yes and Utilization > 0 • Typically an asset would not continue to be used if it has been declared excess • OSF Primary Quantity and/or Secondary Quantityare blank • For new OSFs, the Dimension window must be populated to insert this information • The FIMS Population report identifies missing required values • Blanks cannot be reported to the FRPP

12. Data Quality Review – Anomaly Checks continued • Replacement Plant Value with low values, i.e. $100 • RPV is the current cost to replace an existing asset with a new asset based on comparable size and current usage using current technology, codes, standards and materials • Regardless of current Status of asset • Lease Annual Rent = $0 • Ensure that $0 is a correct value and was not just used a placeholder when the record was created

13. Data Quality Review – Anomaly Checks continued • Lease Expiration Date is a past date • FIMS Standard report #062 Expired Ingrant report identifies these • Expired or leases that are terminated early, need to be archived and removed from DOE’s inventory • Total Cool Roof Projected Area contains a value that is equal to the Gross Square Feet of an asset where the Number of Floors is greater than one • Need to verify why the roof area is greater than a calculated building footprint (gross square feet / number of floors)

14. Data Quality Review – Anomaly Checks continued • Disposition Method = Federal Transfers • Verify transfer is to another federal agency such as Department of Defense, Department of Agriculture , … • City or County government does not qualify as a federal agency • Disposition Method = Other • Verify that a comment has been placed in the Notes field to explain the disposition method • Valid for: • Trailers converted to personal property for disposition

15. Data Quality Review – Anomaly Checks continued • Disposition Method = Lease Early Termination • Verify actual Lease Early termination and not an Expiration • Check Lease Expiration Date versus Disposition Date • Disposition Method = Lease Expiration • Verify Lease Expiration Date = Disposition Date • Ensure Annual Actual Maintenance and Operating Cost are entered for Leases • No longer using the Lease Other Cost for reporting these values

16. Data Quality Review – Anomaly Checks continued • Using Organization ≠8900 DOE • Compare against reported values of the previous year to determine if there are additional assets for the current reporting year • Verify additional assets are correct and not typos • Public and Non-Public Miles and Lane Miles • Verify populated for OSF Usage Codes • 1729 Primary Roads • 1739 Secondary Roads • 1749 Tertiary Roads

17. Usage Code: Processing Change • Recent OMB inquiry as to why Usage Code was changed from FY12 FRPP reporting to FY13 reporting • A data call was made to the sites to obtain an explanation • To eliminate the need for any future data calls, a process change was made to the Usage Code • For building and trailer assets currently designated as Office (Usage Code 101) or Warehouse (Usage Codes 400 -450), the Usage Code is protected in FIMS • Existing buildings and trailers cannot be updated to assign an Office or Warehouse Usage Code • The FIMS upload process does not allow Usage Code to be changed from or to Office or Warehouse

18. Usage Code: Processing Change continued • To eliminate the need for any future data calls, a process change was made to the Usage Code continued • To request a Usage Code to be updated to or changed from Office or Warehouse, send an email to Phil.Dalby@hq.doe.gov and your Program Office designating • FIMS Property ID • Current Usage Code • Requested Usage Code • Explanation as to the circumstance for the change • The Usage Code will be changed by FIMS Support, the explanation documented, and the requestor notified

19. FRPP Reporting • All anomalies have to be satisfied prior to formatting the FIMS data for the FRPP upload • Minimize OMB inquiries • Occasionally data issues are discovered during the FRPP upload • Congressional Districts • Invalid Zip Codes • Site should review their data before the fiscal year-end snapshot date • Use the FIMS Population reports to ensure all data is populated • Look for the anomalies mentioned

20. FRPP Reporting and Data Quality QUESTIONS