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The IFI Crosscut and You How FIMS Data Supports the Budget Process. FIMS/Real Estate Workshop June 16, 2011. Cindy Hunt, PE, LEED AP, CCE, CFM Office of Management Office of Engineering and Construction Management. The Agenda. Requirement for Facility Sustainment

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the ifi crosscut and you how fims data supports the budget process

The IFI Crosscut and YouHow FIMS Data Supports the Budget Process

FIMS/Real Estate Workshop

June 16, 2011

Cindy Hunt, PE, LEED AP, CCE, CFM

Office of Management

Office of Engineering and Construction Management

the agenda
The Agenda
  • Requirement for Facility Sustainment
  • Format & Submission of IFI Budget Crosscut
  • FIMS Data and Budget Cycle Integration
  • Mission Readiness and Benchmark Sustainment
facility sustainment investment requirements
Facility Sustainment Investment Requirements
  • Each site must have a program to maintain each real property asset in a condition suitable for its intended use
  • 5-year Sustainment requirements developed based on projects of serviceability, economic life, condition assessment, facility mission and current deferred maintenance
  • Each site must have a program to recapitalize existing facilities to keep them modern and relevant

Leverage Infrastructure to Support the Mission

DOE O 430.1B, Real Property Asset Management

DOE Strategic Plan, May 2011

integrated facilities and infrastructure ifi crosscut budget
Integrated Facilities and Infrastructure (IFI) Crosscut Budget
  • Provides visibility of facility sustainment investments by site
  • Identifies costs for:
    • New Capital Asset Projects
    • Renovations & Recapitalization
    • Maintenance & Repair
    • Disposal & Demolition
  • Submitted annually as part of the budget submission
fy13 ifi budget crosscut
FY13 IFI Budget Crosscut
  • Templates and Guidance

Facilities and Infrastructure_Crosscut_Budget_Data

  • Process
    • Review the instructions for completing the FY13 IFI Budget Data Sheet
    • Complete the FY 2013 IFI Budget Data Sheet or a special version just for NNSA
    • Organize site submissions using the FY13 Program Summary template
    • Submit with Budget Deliverables per CFO Schedule
ifi crosscut budget fy13 format
IFI Crosscut Budget – FY13 Format

5-year Budget Cycle

% of Cost Attributable to Real Property Acquisition

Capital Asset Projects >$10M

Maintenance & Repair

Disposal & Demolition

Institutional General Plant Projects

1 IFI for each Site

General Plant Projects

Substantial Completion or CD-4 Date

% of Cost Attributable to M&R

Net Change in Building Area

planning and evaluation of an ifi crosscut budget depends on fims data
Planning and Evaluation of an IFI Crosscut Budget Depends on FIMS Data

Usage Code, Operating Status Conventional Facility Indicator, Planned Disposition Date

Bounds the Portfolio of Assets Considered

rpv dm for evaluating planned m r program
RPV & DM for Evaluating PlannedM&R Program


  • Most recent FIMS Year-end Snapshot
  • Owned buildings, trailers and OSFs
  • Operational status (FIMS status codes: 1, 2, 6)


  • Series 3000 OSFs
  • Selected Engineered Waste Containment Structures

May Exclude:

  • Permitted Assets
integrated fims data population and fy13 budget cycle timeline

Oct 2010

Dec 2010

Mar 2011

Jun 2011

Sep 2011

Dec 2011

Mar 2012

Integrated FIMS Data Population and FY13 Budget Cycle Timeline

Three Year Rolling Timeline Update

Real Property

Goals and Milestones

DOE Strategic Plan

Strategic Sustainability Performance Plan

FY11 Required Maintenance Update

Update Estimated Disposition Year

FIMS Data Validation

FY11 FRPC Snapshot

FIMS FY10 DM & RPV Snapshot

FIMS FY11 Model RPV Update

FIMS Data Population

FY13 IPL & Budget Deliverables

OMB Submission

Determine Adjusted FY10 DM & RPV

President’s FY13 Budget Request to Congress

FY11 TYSP Guidance

OMB Budget Guidance, A-11

IFI Analysis

FY13 IFI Crosscut Budget Format & Guidance

Site Ten Year Site Plan (FY11-21)

Planning & IFI Preparation

program budget request
Program Budget Request
  • Evaluation of:
    • Planned Maintenance & Repair Investment
    • Requirement for a Deferred Maintenance Reduction Program
    • Planned Deferred Maintenance Reduction Investment
  • Forecast of Investment Impact on:
    • Future Asset Condition Index
    • Deferred Maintenance Backlog
performance measure and rating
Performance Measure and Rating
  • Asset Condition Index
    • Department’s corporate measure of the condition of its facility assets
    • Reflects the outcomes of real property maintenance and recapitalization policy, planning and resource decisions
    • ACI = 1 – Deferred Maintenance / Replacement Plant Value
model options for funding m r
Model Options for Funding M&R

Portfolio Level Data

(Basic Asset Information)

Asset Level Data

(Detailed Asset Information + History)

Current FIMS Data Can

Support This Level of Detail

Quantity of Data

Cost Works Sustainment Calculation

Tailored Book Model +

Prepared Estimates For


Model As –

Is Conditions

Of Assets

No Model – Inflate Last Year’s Budget



Force Fit

Book Model

Book Model +

2%-4% Outliers

Book Model +

Prepared Estimates

For Outliers

Headquarters Level Information

(More Strategic Than Tactical)

Site Level Strategic

Site Level Tactical

benchmark m r program funding
Benchmark M&R Program Funding
  • Plan 2% to 4% for a portfolio in adequate condition*
  • Plan additional funding of 1% to 2% of RPV when ACI is below 0.95
  • For Example:

*National Academies of Sciences’ recommended annual funding level

don t miss the minimum
Don’t Miss the Minimum
  • Anticipate Changes in Portfolio Inventory
  • Understand Life-cycle Cost Requirements
factors considered in the aci dm prediction model
Factors Considered in the ACI/DM Prediction Model

Changes in Replacement Plant Value

Changes in Deferred Maintenance

Balancing the Outcomes of Resource Decision Making

forecasting the impact of funding on asset condition and deferred maintenance backlog
Forecasting the Impact of Funding on Asset Condition and Deferred Maintenance Backlog

DOE ACI and Deferred Maintenance Backlog Prediction Model

tips for managing rpv
Tips for Managing RPV
  • Ensure FIMS data are accurate for year-end snapshot.
  • Each conventional facility should have a FIMS record.
  • High value, low maintenance structures within buildings should have separate FIMS records.
  • Notify OECM if a high value, low maintenance structure has a usage code other than those excluded (Series 3000 OSFs).
  • Confirm Asset Type 460 applied to land records only.
  • Identify a replacement asset type code for Structures currently cited as Asset Type 460.
tips for managing dm
Tips for Managing DM
  • Conduct condition assessments.
  • Focus on mission critical and mission dependent assets first.
    • Fully fund maintenance and repair program.
    • Consider recapitalization projects when maintenance is not enough.
facility condition and mission readiness
Facility Condition and Mission Readiness

Lab analysisof “MissionReadiness” by Business Line Yields F&I Capability Gap and Action/

Investment Plan

Resultsincluded in annual Lab Business Plan/ TYSP

Adequate Facility Condition

SC determines overall SLI priorities consistent with SC mission needs

Contract Performance Measures

PEER Review of Lab Mission Readiness Process

Lab Commitment to include maintenance and IGPP

DOE Commitment to Line Items, GPP and Excess Facilities

Adequate Maintenance


DM Reduction

Mission Ready Lab Facilities Support Strategic Objectives

Corporate Performance Measures and Benchmarks Support Mission Readiness

  • Cindy Hunt, PE, LEED AP, CCE, CFM
  • Facilities Engineer
  • U.S. Department of Energy
  • Office of Engineering and Construction Management Code MA-50 1000 Independence Ave, SW Washington DC 20585
  • 202.586.4539
doe maintenance and repair program
DOE Maintenance and Repair Program

FY10 DOE ACI: 94.7%

FY10 FIMS Snapshot Data

analysis using current plant value
Analysis Using Current Plant Value
  • How would the DOE Portfolio look?
  • Programs with significant changes


  • Original acquisition cost escalated by a standard index



why track costs v budget authority
Why Track Costs v. Budget Authority?

Relation ship of Budget Authority to Outlay – An Example