Facilities Information Management System and Real Estate Annual Comprehensive Training - PowerPoint Presentation

Slide1

Facilities Information Management System and Real Estate Annual Comprehensive TrainingDenver, COMay 10, 2017

Federal Real Property Profile / OMB Max Reporting UpdateSlide2

FRPP or FRPP MSGovernment-wide centralized real property databaseMandated by EO 13327, Federal Real Property Asset ManagementFederal Real Property Profile

2Slide3

Agencies to report Federal report property assetsOwnedLeasedOther-wise managedFederal Real Property Council (FRPC) Defines the data fields annually to be reported

Report at the asset level

Buildings

Structures

LandExecutive Order 13327 -

Federal

Real Property Asset

Management

3Slide4

Asset levelDOE owned buildings, trailers, OSF and landDOE leased buildings, trailers, OSF and landWithdrawn from Public Domain landDOE has been reporting for 12 yearsReporting deadline: December 15

th

November 8, 2016 – FIMS data captured and reviewed for reporting

DOE FRPP Reporting

4Slide5

Assets reported to the FRPP

FY2016 FRPP Reporting Statistics

5Slide6

Disposed assets reported to the FRPP

FY2016 FRPP Reporting Statistics

(continued)

6Slide7

Office of Management and Budget (OMB)Requires Occupancy data to be reported annuallyReporting Deadline: early FebruaryUsed to calculate Square Feet per personUsed as a metric to assess real property efficiencyTo identify consolidation and disposal opportunities

OMB MAX

7Slide8

FIMS Occupancy data from the year-end snapshotTotal No of Federal EmployeesTotal No of Contractor Employees Buildings and Trailers with a

Usage Code

of 101 Office

FY2016 OMB MAX Reporting

Ownerships Reported

DOE owned

GSA owned

DOE leased

GSA leased

8Slide9

Ensure Occupancy data is fully populated/updated for the fiscal year by the year-end snapshotThis includes GSA Occupancy Agreements (OA’s) GSA owned buildingsGSA leased buildingsUpdate at a minimum annuallyPopulate all three data fields, no blanks (enter 0)

Total No of Federal Employees

Total No of Contractor Employees

Total No of Other Personnel

Total No of Occupants is now system generated

Sites Need To …

9Slide10

Federal Property Management Reform Act of 2016To increase the efficiency and effectiveness of the Federal Government in managing property of the Federal GovernmentFederal Assets Sale and Transfer Act of 2016To reduce the cost of federal real estateRequired additional data to be reported to the FRPP

New Real Property Reform Laws Require Additional FRPP Data

10Slide11

Required 13 new data elementsReporting deadline: April 15, 2017DOE was able to utilize existing FIMS dataNo data call was necessaryDOE was the first to report in mid March

FY2016 FRPP Addendum Reporting

11Slide12

Required for all assetsNo DOE assets were excluded from the additional reporting requirement‘No’ was reported for all assets

1) Is Asset Excluded

2) Reason for Exclusion

Only required if an asset was reported as excluded

No value was reported for this data element

12Slide13

Required for Office buildings onlyChoices were:Headquarters (HQ)Reported all Germantown and DC GSA Occupancy AgreementsHeadquarters Function (HF)

Reported one Headquarters’ DOE leased building

Field Office (FO)

All remaining Office buildings were reported in this category

3) Field Office

13Slide14

Required for DOE owned buildings and OSFFour digit year no greater than 2016ReportedYear Built for buildings‘9999’ for OSFsFRPP will calculate

Age of the Property

Current year (2017) – Year of Asset Construction = Age

4) Year of Asset Construction

14Slide15

The capital expenditures for an asset over the last five fiscal years (FY2012 – FY2016)Required for DOE owned buildings and OSFsSummed Adjustment Cost Capitalized Indicator = ‘Yes’Adjustment Date

between 10/1/2012 and 9/30/2016

5) Historical Capital Expenditures

15Slide16

Projected estimated capital expenditures to maintain and operate the property during the next five fiscal years (FY2017 – FY2021)Required for DOE owned buildings and OSFsReported Modernization Cost above the capitalization threshold of $500,000

6) Estimated Future Capital Expenditures

16Slide17

Required for assets that were reported to the FRPP for FY2016 with a Status of ‘Cannot Currently Be Disposed’Date (mm/dd/yyyy) not to exceed September 30, 2016ReportedExcess Date for 88 assets

FRPP will calculate

Number of Days Excess or Surplus

Date is already reported for other Status values

Report of Excess Submitted, Report of Excess Accepted, Determination to Dispose, and SurplusCurrent date – Date reported = Number of Days Excess/Surplus

7) Cannot Currently be Disposed Date

17Slide18

The date on which the lease was executedRequired for all DOE leased assetsDate (mm/dd/yyyy) not to exceed September 30, 2016 and less than the Expiration DateReported

Effective Date

8) Lease Start Date

18Slide19

The year the asset was first reported as underutilizedUnderutilized assets have an FRPP Utilization of underutilized or unutilizedRequired for all assets reported with a Utilization of underutilized or unutilizedYear (4 digit) no greater than 2016Reported

The 4 digit year of the

Status Date

FRPP will calculate

Number of Days UnderutilizedCurrent date – 9/30/year reported = Number of Days Underutilized

9) Year Asset Reported Underutilized

19Slide20

Required for all building assetsReported‘Yes’

10) Can the Number of Federal Employees be Determined?

11) Number of Federal Employees

Required for all building assets

Reported

Total No of Federal Employees

20Slide21

Required for all building assetsReported‘Yes’

12) Can the Number of Federal Contractors be Determined?

13) Number of Federal Contractors

Required for all building assets

Reported

Total No of Contractor Employees

21Slide22

These 13 data elements are expected to be incorporated into the FY2017 FRPP Reporting requirementsMore to come on the FY2017 requirementsFRPP Reporting

22Slide23

Presented by: Gayle Smith, gayle.smith@hq.doe.govFEDERAL REAL PROPERTY PROFILE AND OMB MAX REPORTING UPDATE

23