Fermilab FIMS QA Plan

Introduction

The Facilities Information Management System (FIMS) database is the mechanism used

by the United States Department of Energy (DOE) to retain information related to DOE-

owned or DOE-leased real property. Fermi National Accelerator Laboratory (Fermilab),

a DOE laboratory managed by Fermi Research Alliance, utilizes FIMS to report all real

property asset data on its 6800-acre site. This Quality Assurance plan summarizes the

general practices related to FIMS implementation at Fermilab.

Objectives & Goals

Ensure that all Fermilab real property data is current and accurate.

Establish parameters for real property data management at Fermilab.

Comply with DOE Real Property Management Order, DOE O430.1b.

Comply with DOE FIMS guidelines for Quality Assurance as outlined in the

FIMSWeb User’s Guide, Section G. FIMS Administrative Guide.

Organizational Structure

Fermilab is organized into Divisions and Sections as presented below. For a more

detailed organizational chart, see Figure 1 of the Appendix.

Responsibility for FIMS resides in the Facilities Engineering Services Section (FESS),

Site Services Department (SSD), with direct responsibility for all database administration

assigned to the Real Property Management Specialist. See Figure 2 in the Appendix for

the FESS organizational chart.

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Specific responsibilities are summarized below:

1. Division/Section Heads

Participate in annual building matrix review which requires Division/Section

concurrence with facility data such as building usage, size, utilization

percentage and deferred maintenance. The matrix also include a mission

planning element of the matrix requiring planning estimates for future facility

use, conversion, or consolidation within each organization.

2. FESS Section Head

Review & approve FIMS data changes that result in adjustments to indices

such as Facility Condition Index (FCI), Asset Utilization Index (AUI) or

Maintenance Investment Index (MII).

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Piermaria OddoneDirector

Young-Kee KimDeputy Director

Stephen HolmesAssociate Director

for Accelerators

Hugh MontgomeryAssociate Director

for Research

Bruce ChrismanChief Operating

Officer

Cindy CongerChief Financial

Officer

Accelerator Division

Technical Division

Accelerator PhysicsCenter

Particle Physics Division

Computing Division

Particle Astrophysics Center

CMS Center

Facilities Engineering

Business Services

Workforce Dev & Resources

Finance

Robert KephartILC

Bill GriffingES&H

Piermaria OddoneDirector

Young-Kee KimDeputy Director

Stephen HolmesAssociate Director

for Accelerators

Hugh MontgomeryAssociate Director

for Research

Bruce ChrismanChief Operating

Officer

Cindy CongerChief Financial

Officer

Accelerator Division

Technical Division

Accelerator PhysicsCenter

Particle Physics Division

Computing Division

Particle Astrophysics Center

CMS Center

Facilities Engineering

Business Services

Workforce Dev & Resources

Finance

Robert KephartILC

Bill GriffingES&H

3. SSD Manager

Review & approve FIMS data changes that result in adjustments to indices

such as FCI, AUI or MII, as well as FIMS data changes that affect the

inventory, though not any performance indices.

4. Real Property Management Specialist

All aspects of local database administration, maintenance & reporting

Ensure data collection and input is timely and accurate

Assess FIMS database development, implementation, and operation; provide

DOE with suggestions and input as appropriate

Participate in FIMS conference calls

Perform periodic self-assessments as defined in this QA plan

Reconciliation of FIMS with FIS monthly

Develop, refine and document integrated data collection and management

systems

Minimize redundancy by maximizing interaction with other institutional

databases; seek to establish electronic database linking wherever possible

Coordinate with other Fermilab organizations, as described in this QA Plan,

to maintain accurate and current real property data

Other possible activities may aid in maintenance of data, but do not

necessarily ensure data quality:

a. Serve as FAC representative, if appropriate

b. Act as liaison with DOE-FSO and DOE-CH, as well as other DOE

sites

c. Report on Fermilab’s real property performance measures

d. Analyze data to determine trends and make recommendations on

issues as requested by laboratory and DOE management

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e. Prepare quarterly maintenance data for submission by the Laboratory

Budget Office

f. Maintain knowledge of laboratory and DOE real property processes

Data Sources & Processes

A variety of sources & processes interact with real property data. The following list

summarizes these sources as well as the type of data these sources provide. In some

instances, the periodicity of data updates is listed as well. Where a periodicity is not

indicated, it is the responsibility of the Real Property Management Specialist to

accomplish these interactions at a regular interim with the parties indicated.

1. FESS/Operations Building Manager List coordinator

New acquisitions, QA reviews, space changes, management changes,

demolitions.

2. FESS Energy Coordinator

Annual EMS4 updates & square foot reconciliation with FIMS.

3. FESS/Engineering

New acquisitions, demolitions, RPV costs consultation, drawing

documentation.

4. FESS/SSD/Infrastructure Assessments Coordinator

Annual field verifications, deferred & required maintenance data

coordination

5. FI/Accounting

Monthly reconciliation via capitalization info, historical data, demolition

write-offs, new acquisitions.

6. BSS/Property Office

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Personal property trailer data reconciliation, demolition coordination;

includes mechanism for automated notification regarding trailer

acquisitions, management changes, excess determinations.

7. ES&H/Medical & Administrative Support Services

Annual Active Facilities Data Collection System reconciliation.

8. Division/Section Building Managers & Building Management representatives

Field verification contacts for square footage, usage & utilization; annual

actual, deferred, required maintenance expenditure input.

9. Division/Section Budget Officers

Annual actual maintenance expenditure input, capitalization coordination.

10. FESS/Ops CMMS

Annual actual, deferred & required maintenance

11. FESS/OpsEng

Annual actual, deferred & required maintenance

12. 1993 Comprehensive Inventory

Baseline documentation for square footage, building usage, contact

information and asset validation

System Changes & Data Corrections

System changes & data corrections are coordinated with entities as discussed in “Data

Sources & Processes.” As appropriate, changes and new data content are briefed to the

laboratory directorate, DOE/FSO and DOE/CH. Landlord division/section and building

management personnel may also be involved in data changes, either by initiation or

validation.

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Internal Quality Assurance

As part of the Ten Year Site Plan process, FESS meets with division/section personnel

to review building data. Building inspection personnel provide or validate net & gross

square footage, usage, building type, building status, utilization, occupancy, inspection

date, deficiency systems and deferred maintenance. Finally, as part of annual

reconciliation with the AFDCS and EMS4 databases, FIMS’ building data such as gross

& net square footage, hazards, and inventory are validated. The practice of monthly

accounting reconciliation provides a financial validation of acquisition values &

improvement costs. Annual maintenance data is reviewed within the FESS organization,

with concurrence and review by the laboratory COO and FSO. Replacement Plant

Value (RPV) outliers are reviewed during annual RPV updates. As part of this effort,

current use is examined as well as the cost per square foot. Resulting changes are

made with the review and approval as outlined in the Organizational Structure section of

this QA Plan.

Training

General and ongoing, for real property personnel:

FIMS Software training as offered & required by DOE

Participation in FIMS workshops & monthly conference calls

Participation in FIMS Advisory Committee (optional)

For new employees:

Site tour

Inventory & asset documentation review

Laboratory organizational review, including data source contacts

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FIMS software training

FIMS manual review, including data dictionary

Review sample record, typical data sources, and historical & current real property

issues

Review of recent FIMS workshop presentations

RPAM Review

Review maintenance definitions & history

Documentation

The following sources retain Real Property documentation, according to DOE guidelines:

FIMS database

Electronic & paper files for each asset

o Including, as appropriate: DP18 activities, FNAL review documents, photos,

architectural drawings, maintenance expenditures, 5-year sustainment plans,

TYSP real property documentation

Data Validation

The FIMS validation is a process for assuring the accuracy of FIMS data through review

of specific data elements in a representative sample of site asset records. Departmental

guidance was issued on March 19, 2007, from Bruce B Scott & Paul Bosco, outlining the

processes, goals, and metrics associated with the validation. The source documentation

worksheet (Appendix 3) summarizes Fermilab’s data elements for the June 2008

validation with the Fermi Site Office and Chicago Office.

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Appendix

Figure 1 Fermilab Organizational Chart

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Figure 2 FESS Organizational Chart

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Appendix 3

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Appendix 3

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Appendix 3

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Appendix 3

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Appendix 3

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Appendix 3

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Appendix 3

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