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FIMS Data Validation Improvements

AndLessons Learned

Phil Dalby, PE, LEED APOffice of Engineering and Construction Management

Facilities and Infrastructure TeamFIMS Workshop

14 June 2011

Dear Cindy,

Welcome to WIPP

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Agenda

• FIMS • Status of FY 2011 Validations• Peer reviews• Plan for FY 2012 validations• Lessons learned• Reminders• Questions

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FIMS

• Reliance on FIMS is increasing – Good News– Current user community consists of almost 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 and GSA’s focus has shifted from data

completeness to data quality/accuracy– This makes our data validation process all the more important– We have seen significant improvement– Still plenty of room for improvement

• OMB considers our validation Process a best practice• GAO encouraged continued use of the FIMS validation

process

Call the hotline!!

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FIMS Validation Status

• 50 Sites to be validated• 38 Validated to date– 35 Green– 2 Yellow– 5 Red

• LPSO is lead on multi-program sites– One scorecard per site

Go’in for Green!

Validation Trends

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52.9%

64.7%

78.4%78.4%

76.1%

5.9% 2.0% 0.0% 2.0%4.3%

25.5% 23.5%

15.7%

7.8%10.9%

0.0%

10.0%

20.0%

30.0%

40.0%

50.0%

60.0%

70.0%

80.0%

90.0%

2007 2008 2009 2010 2011

Annual FIMS Data Validation Scorecard Ratings (By Number of Sites)

% of Sites in Green

% of Sites in Yellow

% of Sites in Red

New Title

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InspectionQA Visit

Audit Assist Visit

Peer Review

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Peer Reviews

• ~ Eight per year• Try to get to each site every 3 to5 years• Share and capture best practices• OECM/HQ Program Office do not run

validation– Observe process– Provide assistance – Answer questions

We’re from Washington and we're here to help!

FIMS

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FY 2012 FIMS Validation Plan

• May increase the number of data elements to be validated if FRPC increases data elements to be uploaded to the FRPP

• Leased assets will be validated on a separate data pull and scored on a separate scorecard– Leases are a focus area of OMB and GAO

• Data elements applicable to leased assets– Lease Expiration Date, Other Costs, Lease Options,

Annual Rent, and Lease Authority

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Best Practices

• Complete source documentation worksheet– Streamlines process– Provides contact information of 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• Develop local data base for source data– Best practice ORNL and TJNAF

FIMS

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Reminders

• DM inspection no longer than at 5 years apart– Check inspection dates before validation

• Source data required to be updated annually

Sustainability RPV Mission DependencyUsage Code DM Annual Actual MaintenanceOutgrant Indicator Status Est. Disposition YearNo. of Employees Utilization Annual Operating CostsExcess Indicator Train Bridges Using Organization

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• Source documentation development– Develop a table for Subject Matter Expert (SME)

• SME provides data or• SME reviews, makes corrections and certifies existing data

– Signs and dates table certifying data is accurate – One data element per table– Certified by one SME– SME must personally review and certify data as correct

This procedure can not be used for the following data elementsRPV Net Square Feet Annual Actual MaintenanceDM Utilization Annual Operating CostsSize (Gross Sqft, Primary Qty, Secondary Qty)

Reminders Con’t

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Real Property Indentifer ORO Assets

Usage Code Description/Use

ORO-0001 1916-T2 ComplexORO-0002 1916-T3 ORO-0003 2011 Car Wash BuildingORO-0004 2001 R&G Maintenance FacilityORO-0005 2005 Heavy Equipment ShopORO-0006 2010 Salt Storage BuildingORO-0007 2714 Complex

SME Signature: Date:

Source Data Table

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• FIMS generated RPVs– Use FIMS User Guide to crosswalk Usage Code and RPV model

• Update process memos if process changes• Estimated disposition year for excessed assets– If Site does not have a planned date for disposition

• Use date 20 years out or use 9999• Use same date for all assets meeting this condition• Update annually

Reminders Con’t

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Questions?

Phil Dalby PE, LEED APDepartment of EnergyOffice of Engineering and Construction Management (OECM) - MA-50Phone: (202) 586-4548Cell: (202) 615-3405Fax: (202) 586-3695phil.dalby@hq.doe.gov http://management.energy.gov/oecm.htm