1. 1 Chicago Office

2. 2 FACILITIES INFORMATION MANAGEMENT SYSTEM (FIMS) & REAL ESTATE WORKSHOP FIMS POPULATION QUERY DEMONSTRATION June 2 – 6, 2008 Palm Springs, CA Gloria J. Baldwin DOE CHICAGO OFFICE

3. 3 MICROSOFT ACCESS AD-HOC QUERY DATABASE  A query is a question about information in a database  Designed to select records that meet specific criteria  Selected records are a subset of the database

4. 4 FIMS DATABASE FIMS contains approximately 186 data fields. Queries have been created to capture certain data elements required to meet year-end and the Federal Real Property Council’s (FRPC) reporting requirements. Queries were designed to insure that all of the information in the FIMS database has been fully populated. Note: A fully populated database does not mean that the data is accurate. The accuracy of the data is dependent upon the sites implementation of their quality assurance plan (QA) and the FIMS Validation process.

5. 5 FIMS DATABASE  The HQ FIMS Contractor (EES) has created and designed the following FIMS ad-hoc query databases.  Database Names crit22_web_0408.mdb (Critical 22) qtr2_web_0408.mdb (2 nd Qtr) qtr3_web_0408.mdb (3 rd Qtr) qtr4_web_0408.mdb (4 th Qtr) frpc_24_web_0408.mdb (Federal Real Property Council)

6. 6 PURPOSE OF THE FIMS QUERIES  Confirms data population  Shows a percentage of the selected data that has been populated (each query should be 100% populated)  Creates an exception report to identify the Property Record(s) that needs to be populated  Provides a level of confidence that the Year-end Reporting contains complete information

7. 7 POPULATION QUERY DATABASE FILES DOWNLOADS  The Microsoft Access ad-hoc database files may be found on the FIMS website. http://65.216.217.68http://65.216.217.68  Oracle9i client software installation is required to be able to run these queries. Installation instructions can be found under the “guidelines” link on the Downloads page of the FIMS website.  DOE-password policy requires the access database files to be updated every 90 days. The update applies to the population database files. Follow the instructions to download the files. (Note: It is not necessary to save the download files to your PC in order to run a query. The query may be run directly from the FIMS website. To run: Click on downloads, select a query, open file and enter parameters).  At the end of the 90 day period, the previous database files will not function.

8. 8 WHEN IS THE BEST TIME TO RUN A QUERY It is realized that not all of the data elements in FIMS are static and some of the information may change prior to the scheduled quality check of the data. Nonetheless, it is important that the database is managed at a level to contain the most current and accurate information possible. It is suggested that queries are run:  Any time data population needs to be confirmed  After a property record has been created  After entering the Annual Required, Actual, and Deferred Maintenance Costs  Prior to a Validation  Before HQ Year-end and FRPC Reporting

9. 9 WHO SHOULD RUN THE QUERIES The query files may be run by anyone who has an interest in confirming that the data is 100% populated at their site; however, the most likely folks to run the queries are: Contractor FIMS Administrator(s) DOE Service Center FIMS Administrator(s) DOE Site Office Facility and Infrastructure Personnel

10. 10 DEMONSTRATION (Access a Site) In some instances, several data fields are displayed within a query. For example, the Actual and Required Maintenance records are displayed in Critical 22, Query #9 and the Address, City, State, Zip, County, and Congressional District records are displayed in the FRPC 24 Query # 10. Database NameNo. of QueriesLast Update Critical 22 144/10/2008 2 nd Quarter 94/10/2008 3 rd Quarter 104/10/2008 4 th Quarter 54/10/2008 FRPC 24 184/10/2008

11. 11 FIMS AD-HOC QUERY DEMONSTRATION Database NameReport No.Critical Fields Critical 22 9Actual & Required Maintenance 2 nd Quarter 9Mission Dependency 4 th Quarter 1Land Lease Detail

12. 12 FIMS AD-HOC QUERY DEMONSTRATION QUESTIONS