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Reporting Maintenance Execution

Reporting Maintenance Execution. FIMS/Real Estate Workshop June 16, 2011. Cindy Hunt, PE, LEED AP, CCE, CFM Office of Management Office of Engineering and Construction Management. The Agenda. Genesis of Requirement for Maintenance, Repair and Disposition Budgeting and Reporting

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Reporting Maintenance Execution

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  1. Reporting Maintenance Execution FIMS/Real Estate Workshop June 16, 2011 Cindy Hunt, PE, LEED AP, CCE, CFM Office of Management Office of Engineering and Construction Management

  2. The Agenda • Genesis of Requirement for Maintenance, Repair and Disposition Budgeting and Reporting • Current Methodologies • Proposal to Change Quarterly Maintenance and Repair Report Format

  3. Why DOE Tracks Maintenance & Disposition Assure Compliance with Consolidated Appropriations Resolution, 2003 • Ensure adequate funds are budgeted for facility maintenance and disposition • Ensure amounts reported in the IFI Crosscut budget are expended solely for these purposes

  4. How DOE Identifies “Planned” Maintenance & Disposition Planned Maintenance, Repair and Disposition • Identified by Program/Site in the Integrated Facilities and Infrastructure Budget Crosscut • Summarized in the Overview Section of the President’s Budget Request

  5. Source Data* for “Planned”Maintenance & Repair Site Direct and Indirect Totals are Basis of Quarterly Maintenance Report Program Direct and Indirect Totals are Basis of Annual Maintenance Report to Congress *Congressional Budget Request

  6. How DOE Tracks “Actual” Maintenance & Disposition Actual Expenditures for Maintenance and Repair • Site-level actual costs reported to Program quarterly • Program assessment of site execution submitted to OECM within 45 days after the end of the quarter • Asset-level actual costs populated in FIMS per year-end reporting schedule Actual Disposition • Asset-level disposition value reported in FIMS • Updated when STATUS is updated as to reflect disposition method FIMS

  7. Source Data* for Actual M&RExpenditures • Site-Level: Quarterly Maintenance Report* 2010 Recorded at the Site-level • Asset-Level: FIMS (Report from Site Financial Office)* Recorded at the Asset-level

  8. How DOE Reports “Actual”Maintenance & Disposition Actual Expenditures for Maintenance and Repair • Quarterly Program assessments consolidated and reported to OMB via Real Property Scorecard • Annual Report compiled by OECM with Program/CFO concurrence and submitted to OMB for review prior to formal submission to the House and Senate Committee and Subcommittees on Appropriations Actual Disposition • Quarterly and Annual Report produced by FIMS query • All results submitted to OMB via Real Property Scorecard

  9. FY10 Annual MaintenanceExpenditure Report to Congress Reports “Planned” vs. “Actual” In FY 2010, DOE expended $1.287B or 103.5% of planned target

  10. Proposal: Report Quarterly Site-level Maintenance in FIMS • Proposal: Revise the recording mechanism for quarterly maintenance reporting • Site-level Data • Direct and Indirect costs • Maintain Program/Site-established procedures for managing information • Reflect contributions of multiple Programs to maintenance activities at Sites • Leverage existing FIMS capability to share information and create reports

  11. Entering “Planned” Maintenance Planned Maintenance & Repair Cost – The dollar amount included in the most recent Budget Request to Congress and planned for expenditure to accomplish maintenance and repair of real property during the fiscal year. QMR - Planned QMR - Actual

  12. Entering “Actual” Maintenance Actual Maintenance & Repair Cost – The cost recorded during the quarter for maintenance and repair of buildings, real property trailers, and OSFs. QMR - Planned QMR - Actual

  13. Producing Reports • Standard FIMS Reports would be developed • Planned v Actual at Site, Program, and Department level • Direct, Indirect, and Total Execution • Quarterly Tracking and Annual Total • Program-specific submission requirements remain unchanged Life is easier with FIMS

  14. Expectations for Data Correlation FIMS:QMR Variance approx. 17%

  15. Benefits of the Proposal &Next Steps • Capitalizes on the capabilities of a web-based database over individual spreadsheets • Leverages data standardization processes inherent in management of the FIMS database to improve data quality and create a credible historical record • Data for annual maintenance expenditure and FRPP reporting resides in a single database • Next Steps: • FDDC to review FIMS Change Request

  16. Questions Cindy Hunt, PE, LEED AP, CCE, CFM Facilities Engineer Office of Engineering and Construction Management U. S. Department of Energy 1000 Independence Ave., SW Washington, DC 20585 202-586-4539 Cynthia.Hunt@hq.doe.gov

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