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The IFI Crosscut and You How FIMS Data Supports the Budget Process

The IFI Crosscut and You How FIMS Data Supports the Budget Process. FIMS/Real Estate Workshop June 16, 2011. Cindy Hunt, PE, LEED AP, CCE, CFM Office of Management Office of Engineering and Construction Management. The Agenda. Requirement for Facility Sustainment

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The IFI Crosscut and You How FIMS Data Supports the Budget Process

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  1. The IFI Crosscut and YouHow FIMS Data Supports the Budget Process FIMS/Real Estate Workshop June 16, 2011 Cindy Hunt, PE, LEED AP, CCE, CFM Office of Management Office of Engineering and Construction Management

  2. The Agenda • Requirement for Facility Sustainment • Format & Submission of IFI Budget Crosscut • FIMS Data and Budget Cycle Integration • Mission Readiness and Benchmark Sustainment

  3. Facility Sustainment Investment Requirements • Each site must have a program to maintain each real property asset in a condition suitable for its intended use • 5-year Sustainment requirements developed based on projects of serviceability, economic life, condition assessment, facility mission and current deferred maintenance • Each site must have a program to recapitalize existing facilities to keep them modern and relevant Leverage Infrastructure to Support the Mission DOE O 430.1B, Real Property Asset Management DOE Strategic Plan, May 2011

  4. Integrated Facilities and Infrastructure (IFI) Crosscut Budget • Provides visibility of facility sustainment investments by site • Identifies costs for: • New Capital Asset Projects • Renovations & Recapitalization • Maintenance & Repair • Disposal & Demolition • Submitted annually as part of the budget submission

  5. FY13 IFI Budget Crosscut • Templates and Guidance https://powerpedia.energy.gov/wiki/Integrated_ Facilities and Infrastructure_Crosscut_Budget_Data • Process • Review the instructions for completing the FY13 IFI Budget Data Sheet • Complete the FY 2013 IFI Budget Data Sheet or a special version just for NNSA • Organize site submissions using the FY13 Program Summary template • Submit with Budget Deliverables per CFO Schedule

  6. IFI Crosscut Budget – FY13 Format 5-year Budget Cycle % of Cost Attributable to Real Property Acquisition Capital Asset Projects >$10M Maintenance & Repair Disposal & Demolition Institutional General Plant Projects 1 IFI for each Site General Plant Projects Substantial Completion or CD-4 Date % of Cost Attributable to M&R Net Change in Building Area

  7. Planning and Evaluation of an IFI Crosscut Budget Depends on FIMS Data Usage Code, Operating Status Conventional Facility Indicator, Planned Disposition Date Bounds the Portfolio of Assets Considered

  8. RPV & DM for Evaluating PlannedM&R Program Includes: • Most recent FIMS Year-end Snapshot • Owned buildings, trailers and OSFs • Operational status (FIMS status codes: 1, 2, 6) Excludes: • Series 3000 OSFs • Selected Engineered Waste Containment Structures May Exclude: • Permitted Assets

  9. Oct 2010 Dec 2010 Mar 2011 Jun 2011 Sep 2011 Dec 2011 Mar 2012 Integrated FIMS Data Population and FY13 Budget Cycle Timeline Three Year Rolling Timeline Update Real Property Goals and Milestones DOE Strategic Plan Strategic Sustainability Performance Plan FY11 Required Maintenance Update Update Estimated Disposition Year FIMS Data Validation FY11 FRPC Snapshot FIMS FY10 DM & RPV Snapshot FIMS FY11 Model RPV Update FIMS Data Population FY13 IPL & Budget Deliverables OMB Submission Determine Adjusted FY10 DM & RPV President’s FY13 Budget Request to Congress FY11 TYSP Guidance OMB Budget Guidance, A-11 IFI Analysis FY13 IFI Crosscut Budget Format & Guidance Site Ten Year Site Plan (FY11-21) Planning & IFI Preparation

  10. Program Budget Request • Evaluation of: • Planned Maintenance & Repair Investment • Requirement for a Deferred Maintenance Reduction Program • Planned Deferred Maintenance Reduction Investment • Forecast of Investment Impact on: • Future Asset Condition Index • Deferred Maintenance Backlog

  11. Program’s Historical M&R Funding

  12. Performance Measure and Rating • Asset Condition Index • Department’s corporate measure of the condition of its facility assets • Reflects the outcomes of real property maintenance and recapitalization policy, planning and resource decisions • ACI = 1 – Deferred Maintenance / Replacement Plant Value

  13. Model Options for Funding M&R Portfolio Level Data (Basic Asset Information) Asset Level Data (Detailed Asset Information + History) Current FIMS Data Can Support This Level of Detail Quantity of Data Cost Works Sustainment Calculation Tailored Book Model + Prepared Estimates For Outliers Model As – Is Conditions Of Assets No Model – Inflate Last Year’s Budget 2%-4% RPV Force Fit Book Model Book Model + 2%-4% Outliers Book Model + Prepared Estimates For Outliers Headquarters Level Information (More Strategic Than Tactical) Site Level Strategic Site Level Tactical

  14. Benchmark M&R Program Funding • Plan 2% to 4% for a portfolio in adequate condition* • Plan additional funding of 1% to 2% of RPV when ACI is below 0.95 • For Example: *National Academies of Sciences’ recommended annual funding level

  15. Don’t Miss the Minimum • Anticipate Changes in Portfolio Inventory • Understand Life-cycle Cost Requirements

  16. Factors Considered in the ACI/DM Prediction Model Changes in Replacement Plant Value Changes in Deferred Maintenance Balancing the Outcomes of Resource Decision Making

  17. Forecasting the Impact of Funding on Asset Condition and Deferred Maintenance Backlog DOE ACI and Deferred Maintenance Backlog Prediction Model

  18. Tips for Managing RPV • Ensure FIMS data are accurate for year-end snapshot. • Each conventional facility should have a FIMS record. • High value, low maintenance structures within buildings should have separate FIMS records. • Notify OECM if a high value, low maintenance structure has a usage code other than those excluded (Series 3000 OSFs). • Confirm Asset Type 460 applied to land records only. • Identify a replacement asset type code for Structures currently cited as Asset Type 460.

  19. Tips for Managing DM • Conduct condition assessments. • Focus on mission critical and mission dependent assets first. • Fully fund maintenance and repair program. • Consider recapitalization projects when maintenance is not enough.

  20. Facility Condition and Mission Readiness Lab analysisof “MissionReadiness” by Business Line Yields F&I Capability Gap and Action/ Investment Plan Resultsincluded in annual Lab Business Plan/ TYSP Adequate Facility Condition SC determines overall SLI priorities consistent with SC mission needs Contract Performance Measures PEER Review of Lab Mission Readiness Process Lab Commitment to include maintenance and IGPP DOE Commitment to Line Items, GPP and Excess Facilities Adequate Maintenance Funding DM Reduction Mission Ready Lab Facilities Support Strategic Objectives Corporate Performance Measures and Benchmarks Support Mission Readiness

  21. Questions • Cindy Hunt, PE, LEED AP, CCE, CFM • Facilities Engineer • U.S. Department of Energy • Office of Engineering and Construction Management Code MA-50 1000 Independence Ave, SW Washington DC 20585 • 202.586.4539 • Cynthia.Hunt@hq.doe.gov • http://www.management.energy.gov/oecm.htm

  22. DOE Maintenance and Repair Program FY10 DOE ACI: 94.7% FY10 FIMS Snapshot Data

  23. Analysis Using Current Plant Value • How would the DOE Portfolio look? • Programs with significant changes CCI • Original acquisition cost escalated by a standard index CPI Inflation

  24. Why Track Costs v. Budget Authority? Relation ship of Budget Authority to Outlay – An Example

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