ivan graff office of acquisition and project management oak ridge, tn march 27, 2014 applying the...

Ivan GraffOffi ce of Acquisition and Project Management

Oak Ridge, TN

March 27, 2014

Applying the Memorandum on Data Related to Operations and Maintenance

2FIMS Annual Comprehensive Training

Questions and answers galore!

• Purpose and Applicability ( 7 Questions )

• Data Gathering Methods ( 21 Questions )

• Reporting Requirements ( 7 Questions )

• Definitions ( 1 Question )

• Appendix A ( 3 Questions )

• Appendix B ( 6 Questions )

March 27, 2014

Agenda

3FIMS Annual Comprehensive TrainingMarch 27, 2014

Purpose and Applicability

“These implementation procedures for Fiscal Year (FY) 2014 will assist sites and their field and site offices to consistently and accurately collect and report financial data related to the operation and maintenance of real property assets owned or leased by the United States Department of Energy (DOE or Department).”

DOE Order 430.1B, Sec. 5(d)(12)

DROMa Sec. 1(a)

Purpose and ApplicabilityCost or

Estimate Source of RequirementReporting Medium

Annual Required Maintenance

Required at the discretion of the program (LPSO or CSO)

Not reported externally

Annual Actual Maintenance

Guidance for Real Property Inventory Reporting referenced in 41 CFR § 102–84

DOE Order 430.1B

Federal Real Property Profile

Quarterly Maintenance

H.R. Conference Report 108-10 accompanying Public Law 108-7

President’s Budget Request

Annual Operations

DOE Order 430.1B

Deferred Maintenance

Statement of Federal Financial Accounting Standards (SFFAS) 6, Accounting for Property, Plant, and Equipment

SFFAS 42, Deferred Maintenance and Repairs DOE Order 430.1B

Annual performance and financial reports

Repair Needs Guidance for Real Property Inventory Reporting referenced in 41 CFR § 102–84

DROMa Sec. 1(c)

Purpose and ApplicabilityCost or

Estimate Source of RequirementReporting Medium

Annual Required Maintenance

Required at the discretion of the program (LPSO or CSO)

Not reported externally

Annual Actual Maintenance

DOE Order 430.1B

Quarterly Maintenance

H.R. Conference Report 108-10 accompanying Public Law 108-7

President’s Budget Request

Annual Operations

DOE Order 430.1B

Deferred Maintenance

Statement of Federal Financial Accounting Standards (SFFAS) 6, Accounting for Property, Plant, and Equipment

SFFAS 42, Deferred Maintenance and Repairs DOE Order 430.1B

Annual performance and financial reports

Repair Needs Guidance for Real Property Inventory Reporting referenced in 41 CFR § 102–84

DROMa Sec. 1(c)

“Programs and support offices with real property holdings (Programs) may implement alternate procedures in consultation with the Senior Real Property Officer or his designee (SRPO) that ensure the Department continues to meet its reporting commitments.” DROMa Sec. 1(b)

“commentary”

“Collect and report the actual and estimated costs listed above for the following types of real property and in which the Department has the following kinds of interest . . . . Land parcels of any ownership type, limited to annual operations costs only” DROMa Sec. 1(d)(ii)

Data Gathering Methods

“Annual Required Maintenance Costs . . .

“Collect these asset-level cost estimates as directed by the Lead Program Secretarial Office (LPSO) or Cognizant Secretarial Office (CSO).”DROMa Sec. 2(a)(i)

“Annual Required Maintenance Costs . . .

“Omit maintenance the site does not plan to accomplish in FY 2014, whether funded in FY 2012 or before, or deferred to FY 2014 or later.”DROMa Sec. 2(a)(i)(5)

“fully-burdened”

DROMa Sec. 2(a) through 2(c)

“asset-level”

DROMa Sec. 2(a) through 2(c)

“Annual Actual Maintenance Costs . . .

“Do not allocate corrective maintenance costs. Use maintenance and financial management systems to minimize a site’s reliance on allocation of predictive and preventive maintenance and surveillance and maintenance costs.”

DROMa Sec. 2(a)(ii)(3)

“Quarterly Maintenance Costs . . .

“Collect these site-level, fully-burdened actual costs for predictive, preventive, and corrective maintenance or surveillance and maintenance incurred in FY 2014 from a site’s maintenance and financial management systems, distinguishing between: (a) Direct funded maintenance, and (b)Indirect funded maintenance”DROMa Sec. 2(a)(iii)

“Operations . . .

“Collect the fully-burdened costs for electricity, water/sewer, pest control, central heating, central cooling, snow removal, gas, refuse, recycling, grounds, janitorial, and rent incurred in FY 2014 by (1) sites and (2) assets such that the sum of all asset-level costs for a site equals the site level total costs.” DROMa Sec. 2(b)(i)

“Operations . . .

“Omit betterment costs or payments to providers of information technology, communications, security, or parking fee collections management services.”

DROMa Sec. 2(b)(ii)

“Operations . . .

“Omit betterment costs or payments to providers of information technology, communications, security, or parking fee collections management services.”

DROMa Sec. 2(b)(ii)

“Operations . . .

“Appendix A provides an alternative compliance approach for sites that do not know one or more of an asset’s operations costs.”

DROMa Sec. 2(b)(iv)

21FIMS Annual Comprehensive Training

1.Tally the manually-entered asset-level operation costs.

2.Subtract from this tally the total of all site-level operation costs.

3.FIMS allocates the balance to buildings and trailers without operation cost entriesFor non-utility costs

• By Gross Sqft.For utility costs

• By Gross Sqft.

• By Hours of Operation

FIMS Operation Costs Allocation

March 27, 2014

“Deferred Maintenance and Repair Needs . . .

“Complete a CAS for each asset no later than 1,826 days (five years) following its acquisition, its previous CAS, or sooner”

DROMa Sec. 2(c)(ii)

“Complete a CAS for each asset no later than 1,826 days (five years) following its acquisition, its previous CAS, or sooner”

DROMa Sec. 2(c)(ii)

“When conducting multiple CAS on a single asset: (1) Complete surveys for all component systems within a single fiscal year; and (2) Note each survey date.” DROMa Sec. 2(c)(iii)

“[D]etermine for each real property asset . . . Whether or not component system deficiencies have exceeded their optimum period as of the end of the fiscal year.” DROMa Sec. 2(c)(iv)(4)

“Some sites will additionally note utility consumption, conservation opportunities, and potential betterments during their CAS.”DROMa Sec. 2(c)(iv) Commentary

“Use the following sources only to support or corroborate CAS results: (1) Unexecuted corrective maintenance work orders, and, (2) Special studies or inspection reports (e.g., elevator or roof inspections).”

DROMa Sec. 2(c)(vii)

DROMa Sec. 2(c)(ix)

FROM YEAR to

INFLATORS

2013 1.02

2012 1.03

2011 1.05

2010 1.07

2009 1.09

For example:

DM2010 = $10,000DM2014 = DM2010 X 1.07DM2014 = $10,700

. . . or use R.S. Means

Use for either deferred maintenance

- or - repair needs

“Select person(s) to determine an asset’s optimum period who: (1) have not participated in its CAS; and, (2) support real property oversight at the site.”

DROMa Sec. 2(c)(x)

Data Gathering MethodsConsideration Included Assets Excluded Assets

Inspection frequency At least once in five years

At least once in five years

Inflate asset’s deferred maintenance

Annually except in CAS years

Corrective maintenance past optimum period no longer needed

Reduce deferred maintenance accordingly

Do not reduce deferred maintenance

Corrective maintenance’s optimum period now FY 2014 or later

Reduce deferred maintenance accordingly

A site’s LPSO or an asset’s CSO changes

Asset’s status changes to one included in or excluded from the deferred maintenance reporting

Perform a CAS and update deferred maintenance

DROMa Sec. 2(c)(xii)

Reporting Requirements

“Ensure that FIMS contains a complete inventory of land parcels, buildings, real property trailers, and structures owned or leased by the Department or the General Services Administration on behalf of the Department per 41 CFR § 102–84.4”

DROMa Sec. 3(a)

“Submit in a spreadsheet quarterly maintenance information that includes both direct and indirect funded maintenance costs incurred in each quarter of FY 2014 by program and by site.” DROMa Sec. 3(b)(i)

“Enter a value of zero when . . . [s]ite management has no valid basis for estimating the cost.”

DROMa Sec. 3(b)(ii)(2)

“Record in each asset’s FIMS Inspection Date the date of the final CAS during the fiscal year. . . . Do not enter future dates.”

DROMa Sec. 3(c)

Deadline Date Task

09/02/2014

LPSOs and CSOs to provide a list of sites given their consent to allocate operations costs for FY 2014 to the SRPO.

DROMa Sec. 3(d)

Deadline Date Task

09/30/2014

Populate the following FIMS Fields for FY 2014 . . . deferred maintenance . . .

11/07/2014

Populate the following FIMS Fields for FY 2014 . . . Annual Maintenance Costs . . . Annual Operations Costs . . . Repair Needs

DROMa Sec. 3(d)

“The SRPO will fulfill the Department’s reporting obligations using the data as submitted by the sites without further computations, subject to the exceptions outlined in Appendix B of this guidance.”

DROMa Sec. 3(e)

Definitions

Sources

DROMa Sec. 4

Appendix A

“Hours of Operation”

DROMa App. A

Appendix A

Central Heating & Cooling

DROMa App. A

Appendix A

DROMa App. A

Appendix B

Applying Your Data

DROMa App. B

Appendix B

“Determining the sufficiency of either planned or actual maintenance investments in a single year using the National Research Council Federal benchmark of between two and four percent of replacement value, with the expectation of an additional one to two percent . . . when the asset condition index of a program’s considered portfolio falls below 0.95.”

DROMa App. B(1)(a)

Appendix B

“Annual actual maintenance . . .

“Usage Codes: All except for 3000 series programmatic real property structures.

“Replacement values . . .

“Usage Codes: All”DROMa App. B(1)(b) and (c)

Appendix B

“The SRPO will prepare for publication the sum of all of the asset-level deferred maintenance . . .

“Status: Operating, Operational Standby, Shutdown Pending Transfer, Operating Pending D&D, and Operating Under an Outgrant”

DROMa App. B(2)(b)

Appendix B

“The SRPO will report to auditors under a long-standing courtesy the . . . deferred maintenance [of excluded assets]”

DROMa App. B(2)(c)

Appendix B

“The SRPO will submit the sum of each asset’s operations and annual actual maintenance costs. For more details, see the annual Federal Real Property Profile reporting guidance memorandum issued by the SRPO.”

DROMa App. B(3)

“For Further Information . . .” Ivan Graff(202) 586-8120Ivan.graff@hq.doe.gov

DROMa Sec. 5(a)

Aerial Photo of Y-12 (Late 1940’s)

Get the Q & A’s here:http://go.usa.gov/Kpk4

ivan graff office of acquisition and project management oak ridge, tn march 27, 2014 applying the...

senior real property

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