Nashville TN May 16 2018 Lets take a walk down FY17 memory lane FY17 was the first year that we locked down processing for Archiving Adding new assets Excess Screening Also protected these data fields from update ID: 698363
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Slide1
FY17 Year-End Review
Facilities Information Management System and Real Estate Annual Comprehensive Training
Nashville, TN
May 16, 2018Slide2
Let’s take a walk down FY17 memory lane ….
FY17 was the first year that we locked down processing for
Archiving
Adding new assetsExcess ScreeningAlso protected these data fields from updateTag along as we stroll through some of the issues that occurred
Repair NeedsExcess IndicatorDeferred MaintenanceExcess DateModernization CostRPVUniformat Repair NeedsRPV ModelSizeRPV Factor
2Slide3
FY17 Year-end processing change issues
FY17 Archives were not completed prior to the lockdown of the process
FY17 Additions were not completed prior to the lockdown of the process
Updates to the locked data fields were not completed prior to the lockdownProcess will continue for FY18 Year-endPlease take note of the requirementsSustainability will be added
3Slide4
General year-end issues
Comparison of Operating Cost with FY16 values reflected values that had more than doubled
Resulted from data entry errors
Please review your Site level Operating Cost and total and review any asset level entered Operating CostSite level Operating Cost entered and $0 entered for all asset level Operating CostNowhere to allocate the entered site level Operating CostThe sum of the asset level entered Operating Cost exceeds the Site level operating Cost4Slide5
General year-end issues
(continued)
Drastic increases/decreases in Actual Maintenance from prior year
Caused by data entry errorsDrastic increases/decreases in Annual Rent from prior yearCaused by data entry errorsInvalid Year Built (i.e., 1930)Estimated Disposition Year reflected prior year valuesLow RPVs (i.e., $1, $25, $100, …)5Slide6
General year-end issues
(continued)
GSA Notification Submitted and Accepted Date entered in error
No SF118 submitted to GSAOccupancy Agreement (OA) inventory in FIMS not accurateExpired OA’s not archivedNew OA’s not addedSurplus asset disposed of by GSA was not archived in FIMSMain Location not a valid post office deliverable address6Slide7
General year-end issues
(continued)
Value entered into the CAIS
Quantity data field caused the generation of an enormously high Repair Needs value being uploaded from CAIS to FIMSRepair Needs > RPVData entry errorActual Maintenance > RPVData entry errorShutdown Excess assets with Asset % Utilized = 100%Not all year-end data fields were populated by the deadline
7Slide8
Year-end issues with Ingrant assets
Incorrect ownership – DOE leased used for Contractor leased assets
Invalid Lease Authority designation
All current DOE and Contractor leases are set to Independent Statutory Authority (IS)Other choices are always questioned (i.e., Special Purpose, General Purpose, …)Not understanding the difference between public sale and negotiated sale led to incorrect Disposition MethodsExpired ingrants not updatedExpiration Dates that did not match the Real Estate agreement8Slide9
Year-end issues with Disposed assets
Federal Transfer used mistakenly
Only for transfer to another federal agency
“Other” Disposition used incorrectlyOnly to be used when asset is converted to personal property for disposal9Slide10
Let’s end our stroll with …
If in doubt or unsure
Don’t hesitate to give us a shout
FIMS_CAIS_HELP@HQ.DOE.GOV301-337-6019
10Slide11
FY17 Year-End Review
Presented by: Gayle Smith
gayle.smith@hq.doe.gov
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