FIMS Lease Management and More

1. FIMS Lease Management and More 2009 FIMS/Real Estate Workshop Memphis, TN June 3, 2009 Prepared by:Gayle Smith, Energy Enterprise Solutions FACILITIES INFORMATION MANAGEMENT SYSTEM

2. FIMS Leases • FIMS Terminology • DOE Leased • Contractor Leased • DOE Ingrant

3. FIMS Definitions • DOE Leased – A possessory interest in real property that DOE acquired from the owner of the property • Recorded in FIMS for Buildings, OSF and Trailers assets

4. FIMS Definitions • Contractor Leased – A possessory interest in real property that a contractor acquires from the owner of the property and DOE reimburses the contractor for the rent paid to the owner • Recorded in FIMS for Buildings, OSF, Trailers and Land assets

5. FIMS Definitions • DOE Ingrant – A right acquired by DOE or its contractors for the use of real property of others by means such as a lease, license, easement, or permit • Recorded in FIMS for Land assets

6. FIMS Leased Land • How do we determine if a DOE Ingrant land record is a lease? • The Acquisition Method code on the Land Info window is set to “Lease”

7. FIMS Land Info Window

8. FIMS Leases • DOE reports DOE leases, Contractor leases and DOE Ingrant land records designated as leased to the Federal Real Property Profile (FRPP) on an annual basis • Need to ensure that the FIMS leases are kept current

9. FIMS Expired Leases • No expired leases in FIMS • Renew • Archive • FIMS Standard report #062 Expired Ingrant Report (under the Special Reports submenu) is available to identify expired leases • Currently 95 expired leases in FIMS

10. FIMS Standard Report #062

11. FIMS Expired Lease Disposition • Leases that are no longer active, those that have expired or been terminated, need to be disposed of in FIMS • Leases are disposed of in FIMS by archiving and designating them with a Disposition Status of either Lease Expiration or Lease Termination

12. FIMS Lease Expiration • Lease Expiration is to be used for a lease that has expired at term and is not being renewed or a month to month lease that is no longer being renewed EXPIRED

13. FIMS Lease Expiration • To Archive an expired lease in FIMS, the following data fields are required to be populated on the Disposition window: • Disposition Status - choose Lease Expiration • Disposition Status Date – enter lease expiration date • Then archive the expired lease with the FIMS Archive link

14. FIMS Lease Termination • Lease Termination is to be used for early termination of a lease, that is leased space that was vacated prior to the end of the lease term Early Termination

15. FIMS Lease Termination • To Archive a terminated lease in FIMS, the following data fields are required to be populated on the Disposition window: • Disposition Status - choose Lease Termination • Disposition Status Date – lease termination date • Disposition Value – the government’s gross cost avoidance • This would be the cost savings of an early termination of the lease • Must be greater than or equal $0

16. FIMS Lease Termination • Required data fields cont: • Net Proceeds – represents the total cost avoidance realized by the Government on the remaining term of the lease minus any Government cost associated with terminating the lease before the expiration date in the contract • In some cases could be $0 or a negative number • If we were required to pay full value for an early termination, the Disposition Value would be $0 • If we had to further spend $50K to prepare the property for return, the Net Proceeds would be -50K (negative $50K). • Then archive the terminated lease with the FIMS Archive link

17. FIMS Leases Any questions on Leases before we move on?

18. FIMS GSA Assigned • FIMS tracks GSA Leased and GSA Owned properties • Not reported to the FRPP, but DOE HQ Real Estate uses the data for an Exhibit 54 report that is sent to GSA and then on to OMB

19. FIMS GSA Assigned • The data collected for these assets can be obtained from the GSA Rent on the Web (ROW) system Rent Bills https://www.pbs-billing.gsa.gov/ROW • Rent Bills should be reviewed for errors and corrected

20. FIMS GSA Assigned

21. FIMS GSA Assigned • The GSA Assigned data is required to be updated in FIMS annual using the May Rent Bills(usually available mid May) • FIMS deadline for updating the GSA Assigned data was May 31, 2009

22. FIMS GSA Assigned Questions?

23. FIMS Outgrants • Definition • The right to use DOE property by means of a lease, easement, license, permit or interagency agreement. DOE, the “grantor”, grants to federal, state, and non-governmental entities (know as “grantees”) the right to enter upon government owned or leased land, property and/or facilities for the purpose of conducting grantee business.

24. FIMS Outgrants • All outgrants that are 12 months or greater in length should be captured even if only a portion of the property is involved in the Outgrant • If the FIMS Outgrant Indicator (Prop Info) is populated with ‘Yes’, the data on the FIMS Outgrant window is required to be populated

25. FIMS Outgrant window

26. FIMS Outgrants • Currently there are over 50 FIMS assets with the Outgrant Indicator = ‘Yes’, but the Outgrant window has not been populated • A report was distributed to the specific POC on 5/12/09 identifying the records with missing data