FIMS Data Validation Improvements

AndLessons Learned

Phil Dalby, PE, LEED AP, CFMOffice of Acquisition and Project Management

Property Management Virtual Workshop May 22, 2013

Agenda

• FIMS Validations• Status of FY 2013 Validations• Validation Trends• QA Reviews• FY 2013 Validation Plan• Best Practices• Lessons learned• Questions

3

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!!

Importance of FIMS Validations

• FIMS is the Department’s repository of real property information

– Legal/regulatory requirement• Annual Submission to the FRPP

– Required by 41 CFR § 102-84.55– 41 CFR § 102-84.30 requires agencies to verify the accuracy of each FRPP

submission• 20,000 records with upwards of 175 data elements per record

– Used in decision-making throughout the Department– Populates the Federal Real Property Profile– Supplemental data for financial reporting– Avoids unnecessary data calls and site-level queries

FY 2013 FIMS Validation Status

• 50 Sites to be validated• 22 Validated to date– 16 Green– 1 Yellow– 5 Red

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

Go’in for Green!

Validation Trends

Quality Assurance Reviews

• ~ Eight per year• Try to get to each site every 4 to5 years• Share and capture best practices• Ensure validations are consistent Department-

wide• OPAM/HQ Program Office do not run validation– Observe process– Provide assistance – Answer questions

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

FIMS

FY2013 FIMS Validation Plan

• FY2013 Three validations will be performed– One validation will include a random sample of DOE

owned buildings, trailers, and Other Structures and Facilities (OSF)

– The second validation will include all DOE leased buildings, trailers and Other Structures and Facilities (OSF)

– The third validation will include DOE owned, DOE ingrant – DOE leased and withdrawn from public domain land

– Contractor leased assets will not be validated– Bridge Safety Inspections will be verified

FIMS Validation Process

Planning the

ValidationLesson 3

InbriefLesson 4

Determine Sample Size

Lesson 5

Generate Random SampleLesson 6

Review Outliers

and Generate

Outlier ReportLesson 6

Generate DOE Leased

ReportLesson 6

Generate Land

Report Lesson 6

Generate Bridge Safety

Inspection ReportLesson 6

Populate Data

Validation FormsLesson 7 Identify

Assets for Physical

Walkthroughs

Lesson 7

Data Element ReviewLesson 8

Source Documents

Lesson 9

Desktop Validation Lesson 10

Conduct Walkthroug

hs Lesson 11

Prepare Scorecards

Lesson 12

Prepare Outbrief & Follow-up

Actions Lesson 13

Best Practices

• Complete source documentation worksheet– Streamlines process– Provides contact information of source data owner (SDO)

• Develop source documentation notebook– Tab for each data element– Signed Memo, dated, clarifying process for obtaining source data

by SDO– Be prepared to go into detail on how you arrived at the values for

the source data• Develop local data base for source data• Review entire process prior to validation

FIMS

Lessons Learned/Reminders

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

• Source data required to be updated annually

• Source documentation development– Develop a table for Source Data Owner (SDO)

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

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

This procedure can not be used for the following data elements

RPV Net Square Feet Annual Actual Maintenance

DM Utilization Annual Operating Costs

Size (Gross Sqft, Primary Qty, Secondary Qty)

Lessons Learned/Reminders

• FIMS generated RPVs– Use FIMS User Guide Appendix F 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 9999• Update annually

• Conduct walkthrough for 25 to 30% of sample• Drive by as many of the remaining assets in the sample set as

practical

Lessons Learned/Reminders

The Facilities Walkthrough

• During Walkthrough:– Verify • Usage code• Status• Utilization

– Do a “sanity check” on deferred maintenance– Verify that multiple buildings and/or trailers assets

are not being reported as one single record in FIMS

Rating of Status ChartFIMS

ScorecardStatus Score

PerformanceMeasures *

Remainder of Validated Elements

Notes

GreenAll performance measures green and…

All other elements at-least yellow

Preferred level of data quality

Yellow

Any one performance measure yellow or…

No more than one of the remaining elements red

Minimal acceptable level of data quality

RedAny one performance measure red or…

More than one of the remaining elements red

Unacceptable data quality

*FRPC Performance Measures: Replacement Plant Value, Deferred Maintenance, Utilization, Annual Operating Costs and Annual Actual Maintenance

Corrective Action Plan (CAP)

• Sample available on FIMS website at http://fimsinfo.doe.gov/data_validation.htm

• Usually just the scorecard with a few additional columns to identify:– Corrective action plan completed within 30 days of validation– Point of contact– Estimated date of completion

Questions?

Phil Dalby PE, LEED APDepartment of EnergyOffice of Acquisition and Project Management (APM) - MA-652Phone: (202) 586-4548Cell: (202) 615-3405Fax: (202) 586-3695phil.dalby@hq.doe.gov