U.S. Dept. of Agriculture Property Management Division PMD Freeze the Footprint Imitative

1. United States Department of Agriculture Office of Procurement and Property Management U.S. Dept. of AgricultureProperty Management Division PMDFreeze the Footprint Imitative April 24, 2013 Paul Walden, Chief Property Management Division

2. Freeze the Footprint Background • Implementation of OMB Memorandum M-12-12 Section 3: Freeze the Footprint • BACKGROUND • March 14, 2013, OMB issued implementing guidance in “Management Procedures Memorandum No. 2013-02.” • REQUIREMENTS • All civilian executive branch agencies, including the U.S. Department of Agriculture (USDA), must maintain a net neutral balance in its directly leased, owned, and General Services Administration (GSA)-assigned buildings inventory of Office and Warehouse space on an annual fiscal year (FY) basis

3. Freeze the Footprint Background Cont. • Every Office and Warehouse-type space square footage (SF) increase must be offset with a corresponding decrease (Credit) in the same type space across the Department’s real property portfolio in the same FY the increase occurs • BASELINE • The baseline to be used for measurement and evaluation is a combined total of USDA’s Office and Warehouse SF reported in the Federal Real Property Profile (FRPP), and USDA’s Office and Warehouse SF located in GSA-assigned space, for FY 2012 (FY12). This official baseline is going to be provided to USDA by GSA • Only applies to office and warehouse space • It excludes foreign and state-owned space, as well as space assigned by other agencies

4. Freeze the Footprint Implementation IMPLEMENTATION by OPPM/Property Management Division • Issuing USDA agencies initial FY12 baseline and annual SF balances; • Processing all agency requests to increase Office or Warehouse SF; • Overseeing agency and Departmental SF balances; • Evaluating and approving SF Credits; • Developing and implementing internal controls and policies; • Compiling an annual report of USDA’s effectiveness in complying with this policy for submission to GSA and OMB • Training, responding to questions and updating agencies regarding this policy

5. Freeze the Footprint Implementation Cont. • PMD plans to hold training and issue an AGPMR Advisory to require and instruct all USDA agencies to obtain OPPM’s written approval before implementing any space action that will increase its amount of assigned Office or Warehouse SF. • FTF will be managed using USDA’s Corporate Property Automated Information System (CPAIS) data exclusively. CPAIS data will be used to establish an annual SF balance of agencies’ Office and Warehouse SF, manage and track SF changes, and ensure a zero net increase to the Department’s overall inventory every FY as compared to the FY12 FRPP baseline. • An agency requesting increased Office and/or Warehouse SF must identify an available SF Credit to be used to offset any proposed SF increase, and demonstrate the proposed action will not result in a net SF increase of Office and/or Warehouse space in the affected FY. • If an agency exceeds its footprint, then approval must come from the Senior Real Property Officer (SRPO) (OPPM Director) to determine if offsets from another agency will prevent an overall increase for the Department

6. Freeze the Footprint Statements and Reports • STATEMENTS AND REPORTS • Baseline Statement • At the beginning of every FY, PMD will post each agency’s baseline Office and Warehouse SF balance on the PMD SharePoint site. • Agencies will be responsible for tracking their own transactions, including applying SRPO-approved Credits, cumulative year-to-date activity and for planning and maintaining a net zero balance in their inventory of Office and Warehouse SF on a FY basis. • Annual Departmental Report • On an annual basis, PMD will roll up each agency’s CPAIS data and transactional information into a summary Departmental report. This report will show the difference between the baseline SF and the year-end SF balance for USDA as a whole, as well as for each agency. The report and other necessary supporting documentation and data shall be submitted to senior management, GSA and OMB for evaluation. •  Ad Hoc Reports • PMD may request agencies to provide CPAIS data, screen captures and/or ad hoc reports at any time in support of managing this policy.

7. Challenges • Current real property system (CPAIS) does not easily track this. System will need to be modified to provide quarterly monitoring of agency actions • Lease acquisitions currently in the process will count against the footprint • Inconsistencies in how agencies report square footage for owned buildings vs leased space (e.g. an agency disposes of 800 sq ft leased space but builds a 1,000 gross sq ft building—same net usable square feet but will be reported as a footprint increase) • Emergency leases, for example APHIS quarantine facility