1

Corporate Infra – JAD 1

•Mapping Requirements to Implementation Design

•User Groups

•Priorities

•Sample Screens & Outputs

•Baseline for Managing Change

2

Inspect Property

Manage Leases

Manage RentalOccupancy Agreements

Run Depreciation

Update Occupancy& Space Use Types

RecordDisposal Transactions

Facility Master Planning

Real Property Manager

Accountant

Engineer

Space Utilization Manager

Many Actors – Many Processes

3

Property

Accounting

Management Reports

Leases &

Agreements

Infra – An Integrated Solution

4

Request for Space

Finding: New Space Is Needed…

Owned Property

Leased Property

Review Inventory& Facility MasterPlan & Budget

Customer

Real Property Manager

How it all Begins

GSA Assigned Property

Shared or Free Space

5

4 Ways to Acquire New Property:

1. Design & Construct – Owned Property

2. Leased Property

3. GSA Assigned Property – Rental Occupancy Agreements

4. Shared & Free Space

Real Property Manager

6

Design & Construct – Owned Property

Actor Process System

Accountant Create WIP Accounting FFIS

Engineer Manage Project MS Project

RP Mgr Specify GSA Site Infra

RP Mgr Record Property Infra

Real Property Manager

Accountant Engineer Space Utilization Manager

7

8

9

10

11

Leased Property

Actor Process System

RP Mgr Review Market

RP Mgr Accept Lease T&Cs Infra

Accountant Set up lease payments FFIS

RP Mgr Specify GSA Site Infra

RP Mgr Record Property Infra

RP Mgr Review 1166 Report Infra

Real Property Manager

Accountant

12

13

14

15

16

17

1166 form

18

19

GSA Assigned Property – Rental Occupancy Agreements

Actor Process System

RP Mgr Review Market

RP Mgr Accept Lease T&Cs Infra

Accountant Set up GSA payments FFIS

RP Mgr Record rent charges Infra

RP Mgr Record Property Infra

RP Mgr Rent Comparisons STARS

Infra

Real Property Manager Accountant

20

21

22

Shared & Free Space

Actor Process System

RP Mgr Negotiate Interagency or

Cooperative agreement

Agreement

Administrator

Record agreement T&Cs Infra

Accountant Set up transfer payments

if needed

FFIS

Real Property Manager

Accountant Space Utilization Manager

Agreement Administrator

23

24

Property Management

Keeping track of property condition and attributes:

• Accessibility status• Hazardous waste• Amenities• Maintenance tasks• Occupancy• Space planning• Disposals, …

Engineer

25

Building Management

Actor Process System

Engineer Inspections & Condition Surveys

Infra

Accountant Maintenance expenses FFIS

RP Mgr Facility Master Plan Infra

Space Mgr Occupancy & Useage Infra

Real Property Manager

Accountant Engineer Space Utilization Manager

26

27

28

29

30

31

32

33

34

Condition Surveys

•Deferred maintenance•Capital improvements•Annual Maintenance•Operating costs

Engineer

35

36

37

Permits – for vendors

•Potential income source•Reduces usable space

Agreement Administrator

38

39

Facility Master Plans

•Statistical analysis•Cash flow•Recommendations•Accounting for any disposals

Engineer

Space Utilization Manager

Real Property Manager

Accountant

40

41

Facility Condition Index = deferred maintenance $/CRV

CRV = 1) GSF * Average Cost/SqFT2) GSF * Means Cost Factor3) Original Capitalized Value * Cost Index Factor

Facility Rating = Good if FCI is .05 or lessFair if FCI is > .05 and < .10Poor if FCI is > .10

Condition Ratings:

42

Cash Flow History & Projections

43

44

Budget Tracking at the Program Level:

45

Managing Disposal Projects

Real Property Manager

Accountant Engineer

46

47

Real Property Accounting

•FFIS Interface•Subledgers•Value Streams•Depreciation•Disposals

Accountant

48

49

Infra - Real Property AccountingInfra - Real Property Accounting

Value Streams

Start TreasuryYear Life Amount Date GL Symbol

Assets

•Buildings

•Dams

•Bridges

•Recreation Sites

•Signs

1-1

1 - Many

Subledgers

Project Capital Organization Group Project No.

Individual

Pooled

50

Infra - Real Property Accounting Infra - Real Property Accounting

OrganizationProject Group

Capital Project No.Accounting Period

AmountGeneral Ledger

Treasury Symbol

Value Streams

Start TreasuryYear Life Amount Date GL Symbol

Assets

•Buildings

•Dams

•Bridges

•Recreation Sites

•Signs

1-1

1 - Many

Subledgers

Project Capital Organization Group Project No.

•Payroll•Purchasing

From FFIS

51

Infra - Real Property Accounting Infra - Real Property Accounting

OrganizationProject Group

Capital Project No.Accounting Period

AmountGeneral Ledger

Treasury Symbol

Value Streams

Start TreasuryYear Life Amount Date GL Symbol

Assets

•Buildings

•Dams

•Bridges

•Recreation Sites

•Signs

1-1

1 - Many

Subledgers

Project Capital Organization Group Project No.

Value Trans

Transaction Type Amount

Depreciation…

To FFIS

•Payroll•Purchasing•Infra

From FFIS

Accounting Code String

Project Transaction Cost

Year Group Type Fund BOC Org Program

52

FFIS to InfraFFIS to Infra

53

Infra to FFISInfra to FFIS

54

Value Stream ManagementValue Stream Management

55

Depreciation LogicDepreciation Logic

Value Stream

Amount Life Start Date In Service Date

$25,000 30 06/30/1986 05/01/1986

Start date is always June 30.

Monthly

No. of Months * Amount/(12*Life)

Life for Improvement on Individual Asset

= GREATER(Remaining Life, 50% of Default Life)

56

Work In ProgressWork In Progress

All Data Collected

G.L.1720

WIPAdjustment

FFIS

WIP TransactionsValue Stream

WIP

57

WIP Management

58

Put Into Service

59

Work In ProgressWork In Progress

G.L.1740

FFIS

WIP Transactions

e.g. 1740

Value Stream

WIP – Close

1740 – Open for Depreciation

60

RejectsRejects

FFIS

Monthly Transactions

•No matching Sub-ledger based on Org, Project Group and Capital Project No.

•Project Group not found.

•Capital Project No does not match original Infra Trans Capital Project No.

•GL Account 1720 data exists for a pooled asset.

•Org is not a valid Infra Org.

•Accounting period year is for a year that has been closed.

•Capital Project No is missing.

61

FFIS to Infra RejectsFFIS to Infra Rejects

62

Reports

63

64

65

JAD 2 May 5, 2003

•More on ReportingCanned ReportsAd hoc Query ToolsSpatial queries

•Implementation PlansTrainingHelpDeskDocumentationChange management