Installation Management Institute January 2007

1. Installation Management InstituteJanuary 2007 PART 6- OTHER INFORMATION This section of the manual addresses information that is useful in the TAB management process, but which does not come directly from RPLANS, FPS, IFS or the ASIP. It is the transition between the data gathering and data analysis portions of the process.This section of the manual addresses information that is useful in the TAB management process, but which does not come directly from RPLANS, FPS, IFS or the ASIP. It is the transition between the data gathering and data analysis portions of the process.

2. Installation Workbook Organization The installation workbook is organized into six sections General Reference (Tabs 1 – 3) ASIP Information (Tabs 4 – 8) TAB/Requirements (Tabs 9 – 11) Assets (Tabs 12 – 15) Supporting Information (Tabs 16 – 19) Target FCGs (Tabs 20 and following)

3. Installation Workbook Supporting Information Tab 16 – Major Unit Lash Ups Tab 17 – 19 – Other supporting information The supporting information portion of the workbook has two parts: the Major Unit Lash Ups and non-standard information.The supporting information portion of the workbook has two parts: the Major Unit Lash Ups and non-standard information.

4. TAB 16Major Unit Lash Ups This is built as part of the analysis process using the Major Unit ASIP, TAB 16B, as a starting point. The goal is to associate every UIC in the ASIP with the UIC that provides facilities. Major Unit Lash Ups can be a time consuming effort, but is absolutely necessary to do a complete TAB update. Almost every UIC in the ASIP occupies some kind of space on the installation, but many, especially smaller organizations, contractors and other service personnel, are not assigned facilities directly in the real property inventory. The task is most easily accomplished by exporting the RPLANS report to Excel and adding a pair of columns that can be used to code the “parents” and “children.” The goal of this Tab is to show every “child” that is living in someone else’s space. The task is performed using a variety of tools. The first step is to associate the derivative description from the UIC TDA Types report (Tab 1B). This can be done by cutting and pasting between the two reports in Excel. The derivative descriptions can then be used to help link UICs. Next, make preliminary identification of parents. Each parent should be assigned a two or three letter code using one of the columns added to the report. As each child is identified it should be assigned the same three letter code as the parent. The second inserted column is used to differentiate between parents and children within a three letter code. As the process proceeds it may be helpful to color code each major unit. For a major TAB update it may be necessary to do a complete TAB for each of the parents by creating a UIC package for each and then running a TAB package report. This information would be included in Unit Workbooks.Major Unit Lash Ups can be a time consuming effort, but is absolutely necessary to do a complete TAB update. Almost every UIC in the ASIP occupies some kind of space on the installation, but many, especially smaller organizations, contractors and other service personnel, are not assigned facilities directly in the real property inventory. The task is most easily accomplished by exporting the RPLANS report to Excel and adding a pair of columns that can be used to code the “parents” and “children.” The goal of this Tab is to show every “child” that is living in someone else’s space. The task is performed using a variety of tools. The first step is to associate the derivative description from the UIC TDA Types report (Tab 1B). This can be done by cutting and pasting between the two reports in Excel. The derivative descriptions can then be used to help link UICs. Next, make preliminary identification of parents. Each parent should be assigned a two or three letter code using one of the columns added to the report. As each child is identified it should be assigned the same three letter code as the parent. The second inserted column is used to differentiate between parents and children within a three letter code. As the process proceeds it may be helpful to color code each major unit. For a major TAB update it may be necessary to do a complete TAB for each of the parents by creating a UIC package for each and then running a TAB package report. This information would be included in Unit Workbooks.

5. The Process - Organize the ForceThe Workbook – TAB 16 Almost every UIC uses some kind of space Not every UIC is shown on a facility record Different units managed in different ways Some by unit/UIC (Tenants) Some by groups of units/UICs (Brigade, Battalion) Some by pieces of a unit/UIC (Garrison/ASG) Find where everyone lives and group them with the UIC that has their real property Especially important for contractors and other Tenants Other Than Army (TOTA) Almost every UIC in the ASIP uses some kind of space, but not every UIC is on a facility assignment record. To really understand your facilities status and to properly determine facility requirements it is necessary to know who is occupying space that isn’t assigned space in IFS. In addition, different units and organizations are managed in different ways. In some cases there is a one to one relationship, that is exclusive use of facilities by one organization represented by one UIC. In some cases there is a one to many relationship, that is, one UIC assigned facilities that house many organizations represented by more than one UIC. Almost every UIC in the ASIP uses some kind of space, but not every UIC is on a facility assignment record. To really understand your facilities status and to properly determine facility requirements it is necessary to know who is occupying space that isn’t assigned space in IFS. In addition, different units and organizations are managed in different ways. In some cases there is a one to one relationship, that is exclusive use of facilities by one organization represented by one UIC. In some cases there is a one to many relationship, that is, one UIC assigned facilities that house many organizations represented by more than one UIC.

6. Major Unit Lash-ups  This slide shows an extract from a Major Unit Lash Up at Aberdeen Proving Ground. The highlighted lines represent groups of UICs for which there are no assignments shown in RPLANS. This exercise is best supported by combining the ASIP by UIC with the extended descriptions in the UIC TDA Types report (TAB 1C). Make sure that you align the UICs properly with the extended description. To do this, sort both reports by UIC before cutting and pasting to combine them. One technique is to sort by major command (MC) to get all AMC organizations and medical organizations grouped together. As you identify distinct parents give it a three or four character name in a separate column. As you identify contractors or other organizations linked to that parent you can give them the same name as the parent. This is an iterative process. It can be time consuming and frustrating, but you cannot get a valid TAB below installation level if you don’t clearly identify who each child lives with.This slide shows an extract from a Major Unit Lash Up at Aberdeen Proving Ground. The highlighted lines represent groups of UICs for which there are no assignments shown in RPLANS. This exercise is best supported by combining the ASIP by UIC with the extended descriptions in the UIC TDA Types report (TAB 1C). Make sure that you align the UICs properly with the extended description. To do this, sort both reports by UIC before cutting and pasting to combine them. One technique is to sort by major command (MC) to get all AMC organizations and medical organizations grouped together. As you identify distinct parents give it a three or four character name in a separate column. As you identify contractors or other organizations linked to that parent you can give them the same name as the parent. This is an iterative process. It can be time consuming and frustrating, but you cannot get a valid TAB below installation level if you don’t clearly identify who each child lives with.

7. Reports / Installation ASIP / by Major Unit

8. TABs 17 - 19 These Tabs are reserved for other information such as phone directories, unit or installation information from the internet or other sources, summary development plan, etc. www.usma.army.mil http://www.usma.edu/garrison/sites/local/ Tabs 17 – 19 are set aside for non-standard information. This might include information about the installation from the internet (for example, globalsecurity.com has a good synopsis for most Army installations). It might also include a phone directory, a wiring diagram, installation maps, etc. The needs of the user and the level of effort associated with the TAB update may also determine the amount of time and effort that goes into developing this section of the book.Tabs 17 – 19 are set aside for non-standard information. This might include information about the installation from the internet (for example, globalsecurity.com has a good synopsis for most Army installations). It might also include a phone directory, a wiring diagram, installation maps, etc. The needs of the user and the level of effort associated with the TAB update may also determine the amount of time and effort that goes into developing this section of the book.

9. People Like to Tell Their Stories

10. People Like to Tell Their Stories Often times people will tell the wide world on the web things that they won’t tell you in their office. Don’t be bashful. The more you know about the people you support the better you can understand their needs; and being armed with knowledge you are less likely to be mislead about their requirements.Often times people will tell the wide world on the web things that they won’t tell you in their office. Don’t be bashful. The more you know about the people you support the better you can understand their needs; and being armed with knowledge you are less likely to be mislead about their requirements.

11. Standard Installation Topic Exchange Service (SITES) Standard Installation Topic Exchange Service (SITES) is a DOD site that has extensive information about every DOD location in the world including directories and phone numbers. You might be surprised about what is next door. Only active and retired military and government civilians are permitted to have access to this site. (website address: www.dmdc.osd.mil/appj/sites)Standard Installation Topic Exchange Service (SITES) is a DOD site that has extensive information about every DOD location in the world including directories and phone numbers. You might be surprised about what is next door. Only active and retired military and government civilians are permitted to have access to this site. (website address: www.dmdc.osd.mil/appj/sites)

12. Other Information Conclusion There is no “right answer” here Collect the information that you need If you have too much unit specific information you may want to have a separate book for units (see section eight of the workshop workbook)