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1. Facilities Information Management System(FIMS) Data ValidationInbriefprogram Facilitiessite name date

2. Agenda • Introductions • Objective • Measure of Success • Validation Process • FIMS Data Elements and Performance Measures Reviewed • Schedule • Rating Charts • Deliverables • Issues/Questions

3. Introductions • Validation Team • Name, Organization • Name, Organization • Name, Organization

4. Objective • Gage the robustness of the FIMS data • Validate that asset data is being identified and captured correctly in FIMS • Confirm a 90% confidence level of accuracy of the asset data • Generate recommendations for FIMS data improvement • Macro-Level • Federal Real Property Council (FRPC) data requirements • The Department’s financial reports • Micro-Level • Transfer validation technique to sites • Support Site Facility Improvement Programs • Enhance TYSP development

5. Measure of Success • We will be successful if we • Review/validate a statistically random set of FIMS owned building/trailer/OSF assets • Review/validate 100% of all DOE leases • Review/validate no more than 25 land assets • Generate either agreement (or documented disagreement) why a specific element in a FIMS record is accurate or inaccurate • Walkthrough a set of the random buildings/trailers/OSF and examine condition and utilization • Understand how FIMS data is being maintained and managed • Document other notable facts and data • Develop recommendations to correct any identified deficiencies

6. Validation Process • Paper review of a random sample of owned records, DOE lease records and land records • FRPC data elements in FIMS • Other FIMS data elements • Review of source documents comparing source document values with FIMS values • Other review procedures • Perform limited building/trailer/OSF walkthroughs • Interview / discussions with FIMS and CAIS administrators • For sites that have bridges, verify bridge safety inspections meet required inspection frequencies

7. FIMS Data Elements and Performance Measures Reviewed For DOE Owned Assets • Ownership • Usage Code • Property Type • Status • Size • Gross Sqft (buildings and trailers) • Primary Qty/ Secondary Qty (OSF) • Utilization(buildings and trailers) • Replacement Plant Value • Deferred Maintenance • Operating Cost (site level)and Annual Actual Maintenance(asset level) • Mission Dependency • Historic Designation • Using Organization • Main Location • Location City/State/County/Zip Code • Location Congressional District • Excess Indicator • Estimated Disposition Year • Total No of Federal Employees (buildings and trailers) • Total No of Contractor Employees (buildings and trailers) • Total No of Other Personnel (buildings and trailers) • Total No of Occupants (buildings and trailers) • Outgrant Indicator • Cool Roofs (buildings and trailers) • Sustainability (buildings and trailers) • Meters GREEN– Performance Measures

8. FIMS Data Elements and Performance Measures Reviewed For DOE Leased Assets • Ownership • Usage Code • Property Type • Status • Size • Gross Sqft (buildings and trailers) • Primary Qty/ Secondary Qty (OSF) • Utilization(buildings and trailers) • Replacement Plant Value • Annual Actual Maintenance • Mission Dependency • Using Organization • Main Location • Location City/State/County/Zip Code • Location Congressional District • Estimated Disposition Year • Total No of Federal Employees (buildings and trailers) • Total No of Contractor Employees (buildings and trailers) • Total No of Other Personnel (buildings and trailers) • Total No of Occupants (buildings and trailers) • Outgrant Indicator • Cool Roofs (buildings and trailers) • Sustainability (buildings and trailers) • Meters • Expiration Date • Annual Rent • Lease Authority GREEN– Performance Measures

9. FIMS Data Elements and Performance Measures Reviewed For Land Assets • Ownership • Usage Code • Property Type • Status • Size • Acreage (Urban + Rural) • Annual Actual Maintenance(asset level) • Mission Dependency • Historic Designation (owned only) • Using Organization • Main Location • Location City/State/County/Zip Code • Location Congressional District • Excess Indicator • Estimated Disposition Year • Outgrant Indicator • Expiration Date (leases only) • Annual Rent (leases only) • Lease Authority (leases only) • Acquisition Method • Year Acquired GREEN– Performance Measures

10. Schedule • Tuesday (replace with appropriate day) • Inbrief • Extract data from FMIS to be validated • Desktop validation for DOE owned, DOE leased and Land assets • Review bridge safety inspection records, if applicable • Arrange walkthroughs • Wednesday (replace with appropriate day) • Complete desktop validation • Perform walkthroughs • Finalize validation forms and Scorecard • Outbrief

11. Data Element Rating System • A variance is the difference between the FIMS value and the value of the source document. • Material Variances are a difference of 10% or more for numeric data or any difference for non-numeric data. • Red, yellow and green ratings are assigned to each data element based on the frequency of material variance in the random sample: • RED>10% frequency of material variance • YELLOW >5% frequency of material variance but no more than 10% frequency of material variance • GREEN– 5% or less frequency of material variance

12. Rating of Status • An overall Status rating of RED is received if: • One or more of the performance measures result in a red status • Or, two or more of the other data elements are red • Historic designation, property type, status, etc. • A rating of YELLOW is received if: • Any performance measure is yellow • Or, any one data element is red • A status rating of GREEN is received if: • All performance measures are green • And no red data elements Performance Measures: RPV, Deferred Maintenance, Utilization, Operating Cost (site level) and Annual Actual Maintenance

13. Rating of Progress • RED– indication that red status will not improve or yellow status will decline • Lack of attention and urgency • Corrective action plan not being met • YELLOW– indication that limited, positive efforts are being taken that may improve the data • Insufficient attention being given • Corrective action plan in place but progress is slipping • GREEN– results-oriented plan in place with goals and necessary resources • Clear level of attention and demonstrated sense of urgency • Frequency of material variance is going down • Typically, a site that is green in status by default is green in progress

14. Deliverables • One Scorecard report of key findings / recommendations for DOE owned buildings/trailers/OSF’s • One Scorecard report of key findings / recommendations for DOE leased assets (if applicable) • One Scorecard report of key findings / recommendations for Land leased assets (if applicable) • Discussion of next steps

15. Inbrief Issues / Questions?