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Facilities Information Management System

Facilities Information Management System. FIMS Location Addresses and Geographic Location Codes 2009 FIMS/Real Estate Workshop Memphis, TN June 4, 2009 Prepared by: Gayle Smith, Energy Enterprise Solutions . FIMS Location Addresses. What FIMS fields are we talking about? Main Location

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Facilities Information Management System

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  1. Facilities Information Management System FIMS Location Addresses and Geographic Location Codes 2009 FIMS/Real Estate Workshop Memphis, TN June 4, 2009 Prepared by: Gayle Smith, Energy Enterprise Solutions

  2. FIMS Location Addresses • What FIMS fields are we talking about? • Main Location • Location Zip Code • Location State • Location City • Location County • Location Congressional District

  3. FIMS Location Addresses • Tracked for the Federal Real Property Profile (FRPP) reported assets - DOE Owned, DOE Leased, and Contractor Leased • Reported to the FRPP yearly • Validated annually during the FIMS Site Validations Let’s take a look at each data field!

  4. Main Location • FIMS Definition • The street address for the owned real property asset • For assets with no street address, report the street address of the main gate • Report the zip code of the asset(s) • For linear assets that span multiple zip codes, report the zip code at the beginning or end point of the asset

  5. Main Location • FIMS Definition cont. • Do not use the following in this field: • Mailing address that is different than the location address • Building Name • Street corner (e.g. 19th & F Streets) • Other Descriptions (such as a Post Office box number)

  6. Main Location • Examples of current incorrect FIMS data: • Penn and H Street (street corners) • Upton, NY (city and state) • University of Note Dame (not a street address) • New Property (appears to be a place holder) • West Ky, WMA/KOW (state, not a street address) • Y-12 Bldg. 2005 (appears to be a building identifier) • Scoville, ID 83415 (city, state, zip – not acceptable) • Please review your Main Locations for proper requirements

  7. Main Location • Source Documents • If a street address is used, an acceptable source document would be letterhead/envelope/site webpage showing address (not a PO Box) or a memo/email from admin or the mailroom stating the street address

  8. Main Location • Source Documents (cont) • If the street address of the main gate is used, the best source document would be a site document stating the main gate address and additionally, a site map that clearly identifies the assets by FIMS property id within the site boundaries or a list of the assets residing within the confines of the main gate signed by the subject matter expert (SME) • Source documents need to backup the main gate address as well as show that the assets are located at the site

  9. Main Location • Source Documents (cont) • If zip code is used as the Main Location, a possible source document would be a memo/email from admin or the mailroom documenting the zip code, a letter from the US Post Office documenting the zip code, or a site web site displaying address • www.zip-codes.com cannot be used as a source document for main location • It does not provide proof that the assets/site resides at the provided zip code • After the Main Location zip code is documented, zip-codes.com can be used for the remaining location fields (city, state, county, and congressional district)

  10. Location Zip Code • FIMS Definition • The 5-digit zip code associated with the reported Main Location in which the land, building or structure is located • Source Documents • Letterhead, signed and dated memo/email from admin, post office, or the mailroom • If www.usps.com is used as the source document, you must use their option to ‘Search by Address’ using the validated Main Location address

  11. Location State • FIMS Definition • The 2-digit Geographic Location Code (GLC) for the State or District of Columbia associated with the reported Main Location in which the land, building or structure is located • Source Documents • Letterhead, memo/email from admin or the mailroom, www.usps.com or www.zip-codes.com

  12. Location City • FIMS Definition • The 4-digit Geographic Location Code (GLC) for the City or town associated with the reported Main Location in which the land, building or structure is located • Source Documents • Letterhead, memo/email from admin or the mailroom, www.usps.com or www.zip-codes.com

  13. Location County • FIMS Definition • The 3-digit Geographic Location Code (GLC) for the County associated with the reported Main Location in which the land, building or structure is located • Source Documents • Letterhead, memo/email from admin or the mailroom, www.usps.com or www.zip-codes.com Let’s discuss the Geographic Location Codes

  14. Geographic Location Codes • The Location State, Location City and Location County all use Geographic Location Codes (GLC) • What are GLC? • The GLC list provides the number and letter codes that federal agencies should use for reporting data to the Federal Real Property Profile (FRPP), as directed by the Federal Real Property Council (FPRC). City=0350 State= 47 County=001

  15. Geographic Location Codes • How are these code input into FIMS and how do they tie together? • The Location State is first chosen from the pick list of available states • Based on the Location State selection, the FIMS Location City picklist is populated with appropriate City values. A city is chosen from the available list. • Again based on the Location State and Location City selections, the FIMS Location County picklist is populated with appropriate values. A county is chosen from the available list.

  16. Geographic Location Codes FIMS Location Window

  17. Geographic Location Codes • Why can this cause problems? • If you are using a site main gate address as your Main Location, you must use the state, city, county and congressional district values that are associated with the site gate address • Several sites span multiple counties. In the majority of the cases, the multiple counties are not available from the picklist with the state and city combination chosen. All assets have to be listed under the one available county.

  18. Geographic Location Codes County 1 5 County 2 4 3 1 2 Main Gate

  19. Geographic Location Codes • Why can this cause problems ? (cont) • The only solution to allow the selection of another county would be to provide a different Main Location and associated state and city that is within the county desired • This is not usually the preferred choice. Remember additional Source documents would need to be provided for this Main Location and address.

  20. Location Congressional District • FIMS Definition • The value for the Congressional District associated with the reported Main Location in which the land, building or structure is located • The FIMS Congressional District pick list is populated with appropriate values based on the Location State that is selected • Source Documents • www.house.gov or www.zip-codes.com – both of these site require input of zip code or zip code + 4 • We do not want to see a map of the congressional district

  21. Questions?

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