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Completing an Effective Project Data Sheet (PDS)

Completing an Effective Project Data Sheet (PDS). Office of Acquisition and Property Management. Why is an Accurate and Complete PDS Important?. It justifies a bureau’s annual budget request for capital improvement and deferred maintenance

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Completing an Effective Project Data Sheet (PDS)

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  1. Completing an EffectiveProject Data Sheet (PDS) Office of Acquisition and Property Management

  2. Why is an Accurate and Complete PDS Important? • It justifies a bureau’s annual budget request for capital improvement and deferred maintenance • It displays and justifies bureau priorities to the Department, OMB, and Congress • It provides detailed information each bureau and DOI uses to review and evaluate individual projects • The Department-wide collection of PDS represents the construction and deferred maintenance program to Congress, OMB, and the public Department of the Interior December 2007

  3. General Guidance for PDS Completion • Complete all of the data fields on the PDS • Ensure all data is accurate before submitting • Write clear, concise, and grammatically correct sentences Department of the Interior December 2007

  4. General Guidance for PDS Completion • Use the required format; do not modify the format of Exhibit 2a in Attachment G • Be sure the PDS funding request equals the dollar amount on the 5-year plan summary list Department of the Interior December 2007

  5. Project Score/Ranking • Enter the project score at indicated fields • Enter the rank, which is the numerical priority of the project assigned by the Bureaus, in the capital investment or DM 5-year plan for the funding year • Enter data as: “750/17” where 750 is the score and 17 is the rank Department of the Interior December 2007

  6. Planned Funding FY • Enter the fiscal year the project will be funded via this PDS • Enter the actual year funding is planned – do not enter a placeholder year • Format is “yyyy” i.e., “2010” Department of the Interior December 2007

  7. Funding Source • Enter the source of the appropriation providing the project funding • Do not enter a program name or number Department of the Interior December 2007

  8. DOI Asset Code • Use the DOI Asset list to assign codes • Do not deviate • Final list will be on the PAM website in February • http://www.doi.gov/pam/assetmanage.html • Assign codes for new assets based upon the type of asset being constructed (building, road, etc.) Department of the Interior December 2007

  9. Real Property Unique Identifier • Use the unique identifier documented in the Federal Real Property Profile (FRPP) • For new assets enter “000000” if a unique identifier has not yet been assigned Department of the Interior December 2007

  10. API -Asset Priority Index • Use the API assigned by the bureau to the asset type in question • For new assets, use the API value for an asset of the same type that is in close proximity and has a similar function Department of the Interior December 2007

  11. FCI-Before • Use the DM and CRV values used to calculate the condition index value for the FRPP • For a completely new asset, enter zero Department of the Interior December 2007

  12. FCI-Projected • Subtract the amount of DM eliminated by the project and calculate the FCI • For a new asset, enter zero Department of the Interior December 2007

  13. Project Description Clearly and concisely: • Define the asset or collection of infrastructure covered by the project • Be Specific • Describe the problem being addressed and the objective of the project • Be Specific • Describe the work to be performed by the project • Be Specific Department of the Interior December 2007

  14. Project Description • Explain how the work will alleviate the problem or accomplish project goals • Describe the reason(s) the project is needed and beneficial to the bureau/DOI/Federal Government • The project description must support the distribution of work in the “Ranking Categories” section Department of the Interior December 2007

  15. Project Need/Benefit Clearly and concisely: • State how the problem impacts asset performance and mission attainment • Provide detailed specificity to clearly illustrate the benefits of the project • Use the words “health and safety”, “resource protection”, “mission” in the text as appropriate Department of the Interior December 2007

  16. Project Need/Benefit • Describe how the project supports specific DOI or bureau GPRA measures and performance goals • Describe the benefit to employees, the public, bureau mission attainment, as appropriate • Ensure the “Project Need” statement and distribution of work among the “Ranking Categories” are in agreement Department of the Interior December 2007

  17. Project Need/Benefit • Do not describe the health and safety benefit of a project and then assign 100% to resource or mission ranking categories • Proofread text for clarity and grammar • A poorly written PDS is viewed in a bad light Department of the Interior December 2007

  18. Ranking Categories • Be sure the “Project Description” and “Project Need” statements support distribution among the ranking factors • Use the examples on pages 9-11 of Attachment G to assign percentages • Round percentages to whole numbers! Department of the Interior December 2007

  19. Revision Statement • Only use the field for PDS that have been DOI approved in a previous year and then been subsequently revised • Enter the date the revision statement was written • This will help clarify when the project was revised Department of the Interior December 2007

  20. Capital Asset Planning • The intent of this field is to document whether an Exhibit 300 must be sent to OMB • Enter “Yes” if the total estimated cost is greater than $10 million • Enter “No” for any project below that amount • If the entry is “Yes” simply delete the word “No” and vice versa Department of the Interior December 2007

  21. Project Cost Estimate (This PDS) • Only display the funds being requested by the PDS • Do not include previous requests, received appropriations, or future funding • Split the funding request between DM and CI based upon the ranking category percentages • The “Total” must equal the amount of funds requested by the PDS Department of the Interior December 2007

  22. Project Funding History (Entire Project) • This section displays the entire funding amount to complete the project • It includes previous funding, current request, and future funding needed to complete project • “Appropriated to Date” • Enter funds already provided to the project • Include the previous year’s funding request even if the appropriation bill has not been signed Department of the Interior December 2007

  23. Project Funding History (Entire Project) • “Requested in FY ___ Budget” • Do not use this line! • Leave it blank • “Planned Funding in FY__:” • Enter the funding amount requested by the PDS and the fiscal year of the request Department of the Interior December 2007

  24. Project Funding History (Entire Project) • “Future Funding to Complete Project” • Enter the total amount of funding needed to complete the project • “Total” - Sum all the funding entered in this section of the PDS Department of the Interior December 2007

  25. Class of Estimate • Indicate the class of estimate • Delete the letters that do not apply - only the desired letter should appear on the form • See definitions in Exhibit 2b • “Estimate Good Until” - enter the date when the estimate must be revised to account for inflation Department of the Interior December 2007

  26. Dates • Provide the best estimate of construction award date and project completion • Note the format is quarter/year • These fields must be completed Department of the Interior December 2007

  27. Project Data Sheet • Enter the date the PDS was prepared or the last time it was updated Department of the Interior December 2007

  28. DOI Approved • Enter “Yes” when DOI approves the project • After all changes PAM/POB requested have been made • Until then, enter “No” • If the entry is “Yes” simply delete the word “No” and vice versa Department of the Interior December 2007

  29. Annual Operation and Maintenance Cost ($s) • Enter the current O&M cost using FRPP data • This is critical • Estimate the projected O&M after the project is complete • This is an estimate! • Do not enter text in this field Department of the Interior December 2007

  30. Summary • Complete all of the data fields on the PDS • Ensure all data is accurate before submitting • Write clear, concise, and grammatically correct sentences • Use the standard format; do not modify the format of Exhibit 2a in Attachment G Department of the Interior December 2007

  31. Contacts PAM – Bill Hamele (202) 208-5704 POB – Rita Jankovich (202) 208-4967 • Attachment G and CPIC Schedule Memo http://www.doi.gov/pam/assetmanage.html Department of the Interior December 2007

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