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Update Department of Energy Asset Management Plan Annual FIMS Comprehensive Training March 25, 2014.

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Presentation on theme: "Update Department of Energy Asset Management Plan Annual FIMS Comprehensive Training March 25, 2014."— Presentation transcript:

1 Update Department of Energy Asset Management Plan Annual FIMS Comprehensive Training March 25, 2014

2 Executive Order 13327, Federal Real Property Asset Management March 25, 2014Update DOE Asset Management Plan2 Established role and responsibilities of the Agency Senior Real Property Officer, to Develop and implement an agency asset management planning process Monitor real property asset management consistent with - Agency strategic plan goals and objectives Real property asset management principles Annually provide - Information that lists and describes real property assets Other relevant information requested by OMB and GSA

3 Real Property Asset Management March 25, 2014Update DOE Asset Management Plan3 Support agency missions and strategic goals Use public and commercial benchmarks and best practices Employ life-cycle cost-benefit analysis Promote full and appropriate utilization Dispose of unneeded assets Provide appropriate levels of investment Accurately inventory and describe all assets Employ balanced performance measures Advance customer satisfaction Provide for safe, secure, and healthy workplaces Asset Management is the systematic and coordinated activities and practices through which an organization optimally and sustainability manages its assets and asset systems, their associated performance, risks and expenditures over their life cycles for the purpose of achieving its organizational strategic plan – PAS 55-1:2008 FRPC Real Property Management Principles Asset Management

4 DOE Real Property Asset Management Plan, 2005 March 25, 2014Update DOE Asset Management Plan4 Real Property Management Goals Property Alignment – The portfolio of property assets meets current and future agency missions. Property Quality – The portfolio of property assets is in a condition to adequately support intended mission requirements and provide a quality workplace. Portfolio Management – The portfolio of property assets will be effectively and efficiently managed. The Department of Energys portfolio of property assets is integral to the accomplishment of its core mission. The portfolio will be managed efficiently and effectively to ensure that the portfolio can meet current and future needs, when and where they are needed, by the most economical means available.

5 DOE Real Property Asset Management Plan, 2005 March 25, 2014Update DOE Asset Management Plan5 Planning Process Ten-Year Site Plan Performance Measures Condition Index Facility Utilization Index Operating costs – at the constructed asset level Mission Dependency –mission critical; mission dependent, not critical; or not mission dependent Data Collection Facilities Information Management System Performance Targets and Reporting Three Year Rolling Timeline

6 Why? Significant changes in operating environment Energy Policy Act of 2005 / Energy Independence and Security Act of 2007 Federal Buildings Personnel Training Act of 2010 EO 13423, Strengthening Federal Environmental, Energy, and Transportation Management EO 13514, Federal Leadership in Environmental, Energy, and Economic Performance EO 13653, Preparing the United States for the Impacts of Climate Change OMB M-07-10, Development of a Real Property Cost Savings and Innovation Plan OMB M-22-11, Realignment of Federal Real Estate OMB M-12-12, Promoting Efficient Spending to Support Agency Operations OMB MPM No , Implementation of OMB Memorandum M-12-12, Section 3: Freeze the Footprint Concern voiced by external stakeholders including GAO Growing interest in Asset Management GAO High-Risk Area Property Systems of Record are financial feeder systems 6March 25, 2014Update DOE Asset Management Plan

7 Modernize a foundational management document Reflects current challenges and opportunities Addresses all DOE plant, property, and equipment Promote efficient and effective use of assets and resources Support informed, risk-based, prioritized resource allocation Why? 7March 25, 2014Update DOE Asset Management Plan

8 Why Now? March 25, 2014Update DOE Asset Management Plan8 Align asset management with new DOE strategic plan Goal 1 - Science and Energy Goal 2 – Nuclear Security Goal 3 - Management and Performance Agency Mission Overarching Goals Strategic Plan with Goals and Outcomes Annual Performance Plan and Measures Annual Performance Report Comply with Government Performance and Results Act (GPRA) Provide performance metrics and benchmarks

9 DOE Asset Management Plan, 2014 March 25, 2014Update DOE Asset Management Plan9 Desired Outcome: A strategic-level plan that improves operational and financial management of DOEs property in support of mission accomplishment

10 Project Engagement: Roles and Responsibilities Work Groups: Personal Property Real Property & Real Estate Prioritize Actions Evaluate and Recommend Options Review Documentation Validate Work Group Recommendations Select Options Review Documentation Project Support: Facilitation, Analysis, Data Collection, Benchmarking, Opportunity Identification, Documentation March 25, 2014 Level of Effort Participate in 5-6 WG meetings Understand current Program asset management processes Share Program processes and constructively comment on options Represent Program office position Level of Effort Participate in 4-5 SG meetings Share Program perspective Validate recommended options Participate in Collaborative Action Process Steering Committees: Azimuth check and Concurrence Contractor Voice: Strategy Testing and Reality check Advise Work Groups Test Strategies Level of Effort Participate in 4-5 WG meetings Share site processes and constructively comment on options Share perspectives on implementation Validate recommended options Acquisition Policy, CFO, Environmental Policy, GC, Project Management, SPO, Property Management 10Update DOE Asset Management Plan

11 Work Group Membership March 25, Program or Support OfficePersonal Property Work GroupReal Property Work Group Property Holding Progr am Energy Efficiency and Renewable Energy (EE)Greg Collette Environmental Management (EM)Ken Lewis; Albes Gaona, James Devere Albes Gaona, James Devere Fossil Energy (FE)Nate Harvey; Pete Cartwright Health Safety & Security (HSS) National Training Center Michael Greene Legacy Management (LM) Asset Revitalization Initiative (ARI) Chris ClaytonLaura Kilpatrick Tania Smith Office of Management (MA) Office of Aviation Management (MA-30) Office of Administration (MA-40) Glen Wattman Lisa PeteetFred Fanning; Mike Shincovich National Nuclear Security Administration (NNSA)Jim Bullian; Jeanette Alderete; BJ Morris; Lynwood Dukes Ann Walls; Loida Begley; Sujita Pierpoint, Tom Robinson Nuclear Energy (NE)Bruce AkersKim Petry; Dan Shirley; Bill Buyers Science (SC)Bonnie AndersonDave Michlewicz Southwestern Power Administration (SWPA)Mike Love Western Area Power Administration (WAPA)Ernest Baier S upport Offices Health Safety & Security (HS) Office of Sustainability Support (HS-21) Office of Environmental Policy and Assistance (HS-22) Cate Berard Colleen Ostrowski Office of Property Management (MA-65)Mert Williams, Tyron Ware Raam Vichare Helene Abbott David Steinau Cindy Hunt Sustainability Performance Office (SPO)Paul EstabrooksEmily Stoddart KTR Voice Energy Facility Contractors Group (EFCOG)Cheri Cross Peggy Plyler Mike Dunn

12 Project Schedule & Progress Project PhaseWork Group MeetingFISC/PPMSC Meeting Sep-13Oct-13Nov-13Dec-13Jan-14Feb-14Mar-14Apr-14May-14Jun-14Jul-14Aug-14Sep-14 Scope Definition Data Collection External Benchmarking Gap Analysis & Testing Documentation Collaborative Action Process Establish target audience and plan parameters Scope Definition – Complete Identify requirements Identify existing policies & procedures Data Collection – Complete Identify & assess applicable industry standards, benchmarks and best practices External Benchmarking – Complete Conduct gap analysis Prioritize gaps and identify alternative strategies Select Promising Initiatives Gap Analysis & Testing – Complete Prepare 1 st Draft Collect and Resolve Comments CAP II Documentation – In Progress 12March 25, 2014Update DOE Asset Management Plan

13 Scope Definition - Audience March 25, 2014 The DOE Asset Management Plan is intended for: External Audiences: OMB, GSA, GAO, & others who monitor DOE Leadership: resource allocation decision makers DOE Staff & Contract Partners: practitioners who get the work done 13Update DOE Asset Management Plan

14 March 25, 2014 Update Real Property Asset Management Plan, 2005 Real Property and Real Estate New requirements from higher-level authorities Address Personal Property Management Includes motor vehicles Does not include: aircraft, watercraft, trains, classified property, nuclear weapons, nuclear material, intellectual property, internal use software, records or information Use voluntary consensus standards as a guide Publically Available Standard (PAS) 55-1, 2008 ASTM E53, Standards for Asset Management Recognize and Rely on existing Departmental Guidance Capital Asset Acquisition Sustainability Cultural and Natural Resources Historic Preservation Safety Aviation Management and Safety Motor Vehicles 14 Scope Definition–Plan Boundaries Update DOE Asset Management Plan

15 Asset Management Plan Shelf-life Authorities Review Timeframes Authority Annual4 Years 5-7 Years until Revised or Rescinded Statute - Executive Order OMB Circular - Regulations DOE Directives DOE Strategic Plan DOE Asset Management Plan Annual Facilities Report and Targets 15March 25, 2014Update DOE Asset Management Plan Statutes EOs & OMB Circulars Regulations DOE Strategic Plan DOE AMP DOE Directives SOFAR SOGOOD

16 Framework for an Updated Asset Management Plan March 25, 2014 Publically Available Specification (PAS) 55:1 16Update DOE Asset Management Plan

17 Improving Asset Management – Real Property & Real Estate March 25, 2014Update DOE Asset Management Plan17 Real Property Alignment Conduct a Departmental Facility Analysis – Go Big Develop a Departmental Asset Investment Prioritization System – Go Big Property Quality Develop a Tailoring Approach to Conduct of Condition Assessments – Go Big Encourage use of Decision-making Tools, such as a Facility Sustainment Model – Go Big Develop Departmental and Program-specific Capital Investment Plans – Go Big Portfolio Management Adopt a More Standardized Risk-Based Approach to Analysis – Go Slow Manage Other Departmental Real Property Assets Similar to the Roof Asset Management Program (RAMP) - Go Slow Implement a Departmental Life Cycle Cost/Value Engineering Requirement – Go Slow Adopt Additional Performance Indicators – Go Slow

18 Improving Asset Management – Personal Property March 25, 2014Update DOE Asset Management Plan18 Portfolio Management Provide Personal Property Management Staff with Training and Certification – As-Is Move toward adopting ISO Asset Management Standard - Go Slow Specify property accountability standards IAW DOE O 580.1A-1 – Go Big

19 Outline for Updated Asset Management Plan March 25, 2014Update DOE Asset Management Plan Current Real Property Asset Management Plan Federal Real Property Council Guidance Publicly Available Specification PAS 55:1 Integrated Presentation Conceptual Outline: Introduction, Mission, Vision, Goals Policy and Planning Considerations Guiding Principles; Management Directives Asset Management System; Drivers/Enablers Life Cycle Management ES&H/Security; Socio-economic Responsibility; Sustainability/Climate Change Adaptation Decision Making; Industry Benchmarking Accountability and Responsibilities Planning Implementation Integrated Approach Measuring & Reporting Performance Management Systems Performance Measures Reports Progress and Trends Personnel Training and Qualifications 19

20 Performance Targets and Reporting March 25, 2014Update DOE Asset Management Plan20 State of Facilities Annual Report (SOFAR) Presentation of Asset Management Plan goals and measures Based on FIMS data Prepared each March Summary of Goals, Objectives, and Other Decisions (SOGOOD) Assumes the role of the Three Year Rolling Timeline

21 Questions March 25, 2014 Cindy Hunt, PE, PMP, CCE, CFM, LEED AP Facilities Engineer U.S. Department of Energy Office of Acquisition and Project Management Office of Property Management (MA-65) 1000 Independence Ave, SW Washington DC Update DOE Asset Management Plan

22 Back Up March 25, Update DOE Asset Management Plan

23 Property Management Principles Federal Real Property Council Guidance GSA Personal Property Principles 1. Support agency missions and strategic goals 2. Use public and commercial benchmarks and best practices 3. Employ life-cycle cost-benefit analysis 4. Promote full and appropriate utilization 5. Dispose of unneeded assets 6. Provide appropriate levels of investment 7. Accurately inventory and describe all assets 8. Employ balanced performance measures 9. Advance customer satisfaction 10. Provide for safe, secure, and healthy workplaces 1. Maximize the return on your investment 2. Manage the inventory effectively 3. Minimize the cost of your management systems 4. Make excess the first source of supply 5. Maximize reuse 6. Meet national disposition objectives 7. Enhance recycling and energy conservation efforts 8. Ensure property managers are well trained 23March 25, 2014Update DOE Asset Management Plan

24 Department of Energy strategic plan DOE values, functional standards, required processes Acquire / create Utilize Maintain Renew / dispose Portfolio of asset systems and assets (diversity of types, criticalities, condition and performance) Asset management policy Asset management strategy Asset management objectives Asset management plans Other DOE requirements and systems Legal and regulatory requirements and expectations (customers, stakeholders, regulators, employees, suppliers, society) Asset management system Asset management enablers and controls Continual improvement Performance and condition monitoring Asset Management… the Asset Management System

25 Task Approach Establish target audience and plan parameters Scope Definition Identify requirements Identify existing policies & procedures Data Collection Identify & assess applicable industry standards, benchmarks and best practices External Benchmarking Conduct gap analysis Prioritize gaps and identify alternative strategies Select strategies Gap Analysis & Testing Document results and produce draft plan Adopt plan thru Collaborative Action Process (CAP II) Documentation 25March 25, 2014Update DOE Asset Management Plan The project team has developed path forward that: Relies on the collaboration of a wide range of stakeholders Employs a systematic framework to guide team progress Allows a realistic schedule Is integrated with existing performance methods Results in a clear final deliverable - an updated DOE Asset Management Plan

26 Personal Property $19.3 B Personal Property $19.3 B Buildings Structures & Trailers $105 B Buildings Structures & Trailers $105 B Property Inventory March 25, Count of Inventory Items DOE HQ-level Policy/Guidance Program-level Policy/Guidance Site-level Policy/Guidance Land Construction in Progress $21.6 B DOE Fleet* $35M *acquisition cost for 26% of fleet owned by DOE – additional lease costs $88M per year Update DOE Asset Management Plan


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