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FIMS Data Quality

FIMS Data Quality. Gayle Smith Energy Enterprise Solutions Property Management Virtual Workshop 2013 Real Property Day, May 22. FIMS Year-End Process. Data quality checks are performed at year-end to verify the data prior to reporting to the Federal Real Property Profile (FRPP) Timeframe:

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FIMS Data Quality

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  1. FIMS Data Quality Gayle Smith Energy Enterprise Solutions Property Management Virtual Workshop 2013 Real Property Day, May 22

  2. FIMS Year-End Process • Data quality checks are performed at year-end to verify the data prior to reporting to the Federal Real Property Profile (FRPP) • Timeframe: • Beginning in October, prior to the FIMS year-end update deadline in mid November • Between the year-end database snapshot and the December 15th FRPP reporting deadline

  3. FRPP Reporting Schedule • FIMS 2013 Year-End Schedule • November 8, 2013 : Fiscal year-end data updates to FIMS are to be completed • November 12, 2013: Year-end snapshot will be taken • December 15, 2013 : Federal Real Property Profile (FRPP) reporting deadline

  4. New Assets • Waiting until the year-end to enter new assets causes problems • There are many data fields that have to be populated (mostly those that are reported to the FRPP) • New assets are entered into FIMS at beneficial occupancy, which would generally precede actual occupancy and operation of the building

  5. What Sites can do • Confirm that all assets that were disposed of by your Site for the past fiscal year have been archived in FIMS • Please ensure assets are not archived prematurely • Please double and triple check Deferred and Actual Maintenance prior to the snapshot • We always receive calls to change data after the snapshot is taken which is problematic • Use the FIMS Population reports to ensure that all data fields have been populated for your Site • In FIMS go to Reports, Population to generate the reports

  6. What Sites can do • Verify that the Site level Operating Costs are greater than or equal to the total value of an Operating Cost at the asset level • For example, the Site level Electrical Operating Cost must be greater than or equal to the total of all the asset level Electrical Operating Cost entered on the Maintenance window • Every year this issue causes problems with the Operating Cost allocation and slows down the process because sites have to be contacted to resolve

  7. What Sites can do • Ensure Estimated Disposition year is a future fiscal year • If the asset was not disposed of as planned, the estimated disposition year needs to be updated • Ensure Excess Year is a future fiscal year if Excess Indicator = ‘No’ • Cannot be a past fiscal year

  8. What Sites can do • Confirm that all Outgrant window information is populated for outgranted assets • Assets where the Outgrant Indicator = Yes • Verify that the Cool Roof Total Roof Projected Area does not equal the Gross SQFT of a building that has more than one floor

  9. What Sites can do • GSA leased and GSA owned assets should be updated for fiscal year-end • Verify that the GSA Occupancy Agreement is still current and the yearly rent is correct • Update the Occupant data • For DOE leased/ingrant assets • Check the Expiration Date to make sure it is a future date • Ensure the Annual Rent, Actual Maintenance, and Operating Cost are correct

  10. What Sites can do • When archiving assets • Be sure to include a comment in the Notes field prior to archiving to explain the Disposition Method choice • Especially for Disposition Methods: Admin Corrections, Other, Lease Early Termination • A good explanation eliminates the need to have to contact the Site because the detail is unknown Note: Converted to personal property

  11. FIMS Data Quality Contact: Gayle Smith 301-903-8625 gayle.smith@hq.doe.gov

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