frpp data issues fims/real estate workshop palm springs, ca june 2-6, 2008 mark gordy & gayle...
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FRPP Data Issues
FIMS/Real Estate WorkshopPalm Springs, CAJune 2-6, 2008
Mark Gordy & Gayle SmithEnergy Enterprise Solutions
Background The Federal Real Property Council (FRPC) requires that
each federal agency provide an annual report of 24 real property data elements
The annual report is electronically submitted to a database that was developed by GSA called the Federal Real Property Profile (FRPP)
An interface was developed to extract and format data from FIMS based on an XML template provided by GSA
FIMS data is loaded, staged, validated and confirmed in the FRPP
Deadline is December 15, 2008
FRPC Data Elements Main Location Property Sequence Number* Location City Location State Location County Location Country* Location Congressional District Location Zip Code Site Name, Site Number, and Area
Number* Restrictions
Property Type Usage Code Owned/Ingrant Indicator Status Historic Designation Reporting Agency* Using Organization Gross Sqft Status Utilization & Net Usable
Sqft Replacement Plant Value Deferred Maintenance Mission Dependency Operating Cost (Site Level) and
Annual Actual Maintenance (Asset Level)
* System Generated
Importance of Data Accuracy
Highly visible to the Office of Management and Budget (OMB)
Addition of real property to the President’s Management Agenda
DOE Scorecard reflects reported FIMS completeness/data quality
GSA Inquiry in January 2008
Assets with “All Other” for the Usage Code
Assets with $0 for the RPV
Assets with $0 annual Operating Cost
Assets with 0 or 100 Condition Index
FRPP Data Anomaly Checksfor FY08
Estimated Disposition Year = 2008 or a prior fiscal year Actual Maintenance > Replacement Plant Value Actual Maintenance = $0 Excess Indicator = “Yes” and the Status is Operating
Operating, Operational Standby, Operating Pending D&D, Operating Under an Outgrant
Excess Indicator = “Yes” and the asset is designated as Mission Critical or Mission Dependent, Not Critical
Excess Indicator = “No” and the Excess Year is equal to 2008 or a prior fiscal year
Site level operating cost must be greater than or equal to the total asset level operating cost input by the Site
FRPP Data Anomaly Checksfor FY08
Deferred Maintenance Replacement Plant Value Creates a negative Condition Index which cannot be reported to the
FRPP FIMS could be modified to not allow DM to exceed RPV
Zero Gsft for Buildings and Trailers Zero Quantity for OSF’s RPV, DM, AM = $.01, $1, $,2, $5…
In the course of reviewing the data, a minimum threshold will be established
For values that fall below the minimum threshold, Sites will be asked to justify
Using Organization contains a value other than “8900”(DOE) and the Outgrant Indicator is set to “No”
Points of Caution The Main Location refers to the street address of the asset.
For assets with no street address, you can report the street address of the main gate. For assets not located at the Site, it is acceptable to report the zip code. The Main Location should not include the following: Street Corners or Cross Roads Building Name and Numbers City, State, PO Boxes Combination of street address with the zip code
For DOE Owned Outgranted assets, Deferred Maintenance, Actual Maintenance, Required Maintenance and Operating Cost are required Sites will be required to justify values that fall below the minimum
threshold
Points of Caution DOE and Contractor Leases
If DOE is responsible for maintaining the asset: Deferred Maintenance is required Ensure that the Interior and/or Exterior Maint fields on the
Ingrant2 window are set to “Grantee” The Other Cost field on the Ingrant2 window, should reflect the
total Operating and Maintenance (O&M) Cost If DOE is not responsible for maintaining the asset:
Deferred Maintenance should be input as $0 Ensure that the Interior and Exterior Maint fields on the Ingrant2
window are set to “Grantor”
Note: To further ease the entry process, some consideration should be given to combining the Exterior and Interior Maint fields on the Ingrant2 window so that we have one field called Maintenance.
Dispositions
DOE. BY DOE
Disposition Data A large number of errors in the disposition data were
discovered prior to our FRPP FY07 submission Disposition reporting issues resulting from our FY06
submission led to the Department’s scorecard Progress rating dropping from green to yellow last year
A significant amount of time was spent cleaning up the disposition data prior to our FY07 submission
Disposition data is of enormous interest to the Office of Management and Budget (OMB)
Key Points to Keep in Mind Lease Expirations
Expirations are leases that expire at term or are leases we are occupying month to month and are not renewing
Disposition Value and Net Proceeds are not applicable for lease expirations
Key Points to Keep in Mind Lease Terminations
Lease termination is where we lease space for a firm term and vacate prior to the end of the term
Disposition Value should represent the Government’s gross cost avoidance. Basically, this would be the cost savings for an early termination of a lease.
Disposition Value must be $0 Net Proceeds should represent the Government’s gross cost
avoidance minus any Government cost associated with terminating the lease before the expiration date in the contract
Net Proceeds in some cases can be $0 or a negative number
Key Points to Keep in Mind Lease Termination – Disposition Value and Net Proceeds
Scenarios If a lease was terminated 5 months early and the monthly rent is
$100K, then the Disposition Value would be $500K If there were no repair or other costs associated with returning the
property to the original condition, then the Net Proceeds would also be $500K
If we had to spend $50K on the property to get it into condition to return to the owner, the Net Proceeds would be $450K
If we had to pay a termination penalty of one month’s rent ($100K), then the Disposition Value would be $400K and the Net Proceeds would be $350K
If the terms of a lease require we pay full value for an early termination, then the Disposition Value would be $0. If we had to further spend $50K to prepare the property for return, the Net Proceeds would be -$50K (negative $50K).
Key Points to Keep in Mind Federal Transfers would be used in the event a facility
was transferred to another federal agency such as DOD. It is not intended to reflect internal transfers within Programs, Contractors, Local Government or the Public.
When Federal Transfer is used for disposition, the Recipient field should contain the name of a federal agency
For Admin Corrections, please ensure the Notes field contains an explanation for the use of this disposition method
For a Disposition Method of Other, please ensure the Notes field contains an explanation
Key Points to Keep in Mind In most cases, the Disposition Value should not be equal to
$0 Disposition Value should equal RPV for Federal Transfers,
Demolition, Public Benefit Conveyance, and Other disposition methods
Verify the Net Proceeds for Negotiated Sales represent proceeds from a sale less disposal costs
Ensure that records in the active database do not contain disposition status options
Questions/Comments
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