1. Facilities Information Management System (FIMS) Data Validation Outbrief [Program] [Site] date

2. 2 Agenda Drivers Review of Validation Process and Ratings Summary and Next Steps Issues/Questions

3. 3 Drivers Addition of Federal Real Property to GAO High- Risk list Federal Real Property Council Data Requirements –Defined data elements for reporting across government –DOE reports annually to GSA Federal Real Property Profile (FRPP)

4. 4 Validation Process The primary procedure was a paper review of –DOE owned and DOE leased buildings, trailers, and Other Structures and Facilities (OSF), land, and disposition assets –FRPC and other key data elements in FIMS Review of source documents comparing source document values with FIMS values Other review procedures –Interview / discussions with site personnel –Walkthrough of selected facilities –Existing asset check –Visual reconnaissance –If applicable, verified the frequency of the latest safety inspection date for bridges

5. 5 FIMS Data Elements and Performance Measures Reviewed For DOE Owned Assets Ownership Usage Code Property Type Status Size –Gross Sqft (buildings and trailers) –Primary Qty (OSF) Asset % Utilized (buildings and trailers) Replacement Plant Value Deferred Maintenance Operating Cost (site level) and Annual Actual Maintenance (asset level) Mission Dependency Historic Designation Using Organization Main Location Location City/State/County/Zip Code Location Congressional District Excess Indicator Estimated Disposition Year Total No of Federal Employees (buildings and trailers) Total No of Contractor Employees (buildings and trailers) Total No of Other Personnel (buildings and trailers) Total No of Occupants (buildings and trailers) Outgrant Indicator Initial Acquisition Cost Total Adjustment Cost Inspection Date GREEN – Performance Measures

6. 6 FIMS Data Elements and Performance Measures Reviewed For DOE Owned Assets Roads – Public Access Miles Roads – Public Access Lane Miles Hours of Operation Per Week Sustainability (buildings/trailers) Year Built Year Acquired Meters Determination Date for DOE Disposal GSA Notification Submitted GSA Notification Accepted

7. 7 FIMS Data Elements and Performance Measures Reviewed For DOE Leased/GSA Assets Ownership Usage Code Property Type Status Size –Rentable Sqft (buildings and trailers) –Primary Qty (OSF) Asset % Utilized (buildings and trailers) Replacement Plant Value Annual Actual Maintenance Mission Dependency Using Organization Main Location Location City/State/County/Zip Code Location Congressional District Estimated Disposition Year* Total No of Federal Employees (buildings and trailers) Total No of Contractor Employees (buildings and trailers) Total No of Other Personnel (buildings and trailers) Total No of Occupants (buildings and trailers) Outgrant Indicator* Inspection Date* Hours of Operation Per Week* Meters* Expiration Date Annual Rent Lease Authority* Year Built* GREEN – Performance Measures* Validated for DOE Leased Only

8. 8 FIMS Data Elements and Performance Measures Reviewed For Land Assets GREEN – Performance Measures Ownership Usage Code Property Type Status Size –Acreage Mission Dependency Historic Designation (owned only) Using Organization Main Location Location City/State/County/Zip Code Location Congressional District Excess Indicator Estimated Disposition Year Outgrant Indicator Expiration Date (leases only) Annual Rent (leases only) Lease Authority (leases only) Year Acquired

9. 9 Validation Rating Methodology Status Rating –Each data field is first rated across the sample to obtain an overall score for each field. –Ratings for the individual data fields are then rolled up to obtain an overall status score. Progress Rating –The determination of the progress score is more of a subjective evaluation of management attention and/or progress from previous validations.

10. 10 Data Element Rating System The value in FIMS is compared to the source document value. A variance occurs when there is a difference of 10% or more for numeric data or any difference for non-numeric data. The Frequency of Variance in the sample determines the data element rating as follows: –RED >10% frequency of material variance –YELLOW >5% frequency of material variance but no more than 10% frequency of material variance –GREEN 5% or less frequency of material variance

11. 11 Determination of Overall Status Score An overall score of RED is assigned if: –One or more of the performance measures result in a red status –Or, two or more of the other data elements are red Historic designation, property type, status, etc. A score of YELLOW is assigned if: –Any performance measure is yellow –Or, any one data element is red A score of GREEN is assigned if: –All performance measures are green –And no red data elements Performance Measures: RPV, Deferred Maintenance, Asset % Utilized, Operating Cost (site level) and Annual Actual Maintenance

12. 12 Rating of Progress RED – indication that red status will not improve or yellow status will decline. –Lack of attention and urgency –Corrective Action Plan not being met YELLOW – indicates limited, positive efforts are being taken that may improve the data. –Insufficient attention being given –Corrective Action Plan in place but progress is slipping GREEN – results-oriented plan in place with goals and necessary resources. –Clear level of attention and demonstrated sense of urgency –Frequency of material variance is going down –Typically, a site that is green in status by default is green in progress

13. 13 Summary and Next Steps Use one of the following depending on the scorecard status rating: Green Status rating –Correct any noted deficiencies and continue to do great things OR Yellow Status rating –Correct deficiencies and note opportunities for improvement OR Red Status rating requires –Submission of Corrective Action Plan to Headquarters Program Office –Follow-up validation within 6 months A copy of the Validation Form/Scorecard should be emailed to the HQ Program Office and OAPM The Validation materials should be retained by the Site and HQ Program Office for no less than 5 years

14. 14 Bridge Safety Inspection Verification Use one of the following depending on the scorecard status rating: Green rating –All required Bridge Safety Inspection data has been verified as correct OR Red rating –Discrepancies were noted during the Bridge Safety Inspection verification OR N/A rating –Site has no controlled or public access train bridges nor publicly accessible vehicular bridges The Bridge Safety Inspection Verification rating is recorded as a separate score on the scorecard

15. Issues / Questions? Outbrief