FIMS Data Validation Improvements And Lessons Learned

1. FIMS Data Validation Improvements And Lessons Learned Phil Dalby, PE, LEED AP Office of Engineering and Construction ManagementFacilities and Infrastructure TeamFIMS Workshop 14 June 2011

2. Welcome to WIPP Dear Cindy,

3. Agenda • FIMS • Status of FY 2011 Validations • Peer reviews • Plan for FY 2012 validations • Lessons learned • Reminders • Questions

4. FIMS • Reliance on FIMS is increasing – Good News • Current user community consists of almost 500 people • The user base has increased by 40% over the last 5 years • We have seen an increased level of interest in FIMS training by management and facilities personnel in the field • OMB's and GSA’s focus has shifted from data completeness to data quality/accuracy • This makes our data validation process all the more important • We have seen significant improvement • Still plenty of room for improvement • OMB considers our validation Process a best practice • GAO encouraged continued use of the FIMS validation process Call the hotline!!

5. FIMS Validation Status • 50 Sites to be validated • 38 Validated to date • 35 Green • 2 Yellow • 5 Red • LPSO is lead on multi-program sites • One scorecard per site Go’in for Green!

6. Validation Trends

7. New Title QA Visit Inspection Peer Review Audit Assist Visit

8. Peer Reviews • ~ Eight per year • Try to get to each site every 3 to5 years • Share and capture best practices • OECM/HQ Program Office do not run validation • Observe process • Provide assistance • Answer questions FIMS We’re from Washington and we're here to help!

9. FY 2012 FIMS Validation Plan • May increase the number of data elements to be validated if FRPC increases data elements to be uploaded to the FRPP • Leased assets will be validated on a separate data pull and scored on a separate scorecard • Leases are a focus area of OMB and GAO • Data elements applicable to leased assets • Lease Expiration Date, Other Costs, Lease Options, Annual Rent, and Lease Authority

10. Best Practices • Complete source documentation worksheet • Streamlines process • Provides contact information of subject matter experts (SME) • Develop source documentation notebook • Tab for each data element • Signed Memo, dated, clarifying process for obtaining source data by SME • Be prepared to go into detail on how you arrived at the values for the source data • Develop local data base for source data • Best practice ORNL and TJNAF FIMS

11. Reminders • DM inspection no longer than at 5 years apart • Check inspection dates before validation • Source data required to be updated annually

12. Reminders Con’t • Source documentation development • Develop a table for Subject Matter Expert (SME) • SME provides data or • SME reviews, makes corrections and certifies existing data • Signs and dates table certifying data is accurate • One data element per table • Certified by one SME • SME must personally review and certify data as correct

13. Source Data Table

14. Reminders Con’t • FIMS generated RPVs • Use FIMS User Guide to crosswalk Usage Code and RPV model • Update process memos if process changes • Estimated disposition year for excessed assets • If Site does not have a planned date for disposition • Use date 20 years out or use 9999 • Use same date for all assets meeting this condition • Update annually

15. Questions? Phil Dalby PE, LEED AP Department of Energy Office of Engineering and Construction Management (OECM) - MA-50 Phone: (202) 586-4548 Cell: (202) 615-3405 Fax: (202) 586-3695 phil.dalby@hq.doe.gov http://management.energy.gov/oecm.htm