office of acquisition and property management completing an effective project data sheet (pds)

Office of Acquisition and Property Management

Completing an Effective

Project Data Sheet (PDS)

Why is an Accurate and Complete PDS Important?

• It justifies a bureau’s annual budget request for capital improvement and deferred maintenance

• It displays and justifies bureau priorities to the Department, OMB, and Congress

• It provides detailed information each bureau and DOI uses to review and evaluate individual projects

• The Department-wide collection of PDS represents the construction and deferred maintenance program to Congress, OMB, and the public

Department of the InteriorDecember 2007

General Guidance for PDS Completion

• Complete all of the data fields on the PDS

• Ensure all data is accurate before submitting

• Write clear, concise, and grammatically correct sentences


General Guidance for PDS Completion

• Use the required format; do not modify the format of Exhibit 2a in Attachment G

• Be sure the PDS funding request equals the dollar amount on the 5-year plan summary list


Project Score/Ranking

• Enter the project score at indicated fields

• Enter the rank, which is the numerical priority of the project assigned by the Bureaus, in the capital investment or DM 5-year plan for the funding year

• Enter data as: “750/17” where 750 is the score and 17 is the rank


Planned Funding FY

• Enter the fiscal year the project will be funded via this PDS

• Enter the actual year funding is planned – do not enter a placeholder year

• Format is “yyyy” i.e., “2010”


Funding Source

• Enter the source of the appropriation providing the project funding

• Do not enter a program name or number


DOI Asset Code

• Use the DOI Asset list to assign codes– Do not deviate

• Final list will be on the PAM website in February– http://www.doi.gov/pam/assetmanage.html

• Assign codes for new assets based upon the type of asset being constructed (building, road, etc.)


Real Property Unique Identifier

• Use the unique identifier documented in the Federal Real Property Profile (FRPP)

• For new assets enter “000000” if a unique identifier has not yet been assigned


API - Asset Priority Index

• Use the API assigned by the bureau to the asset type in question

• For new assets, use the API value for an asset of the same type that is in close proximity and has a similar function


FCI-Before

• Use the DM and CRV values used to calculate the condition index value for the FRPP

• For a completely new asset, enter zero


FCI-Projected

• Subtract the amount of DM eliminated by the project and calculate the FCI

• For a new asset, enter zero


Project Description

Clearly and concisely:

• Define the asset or collection of infrastructure covered by the project– Be Specific

• Describe the problem being addressed and the objective of the project – Be Specific

• Describe the work to be performed by the project– Be Specific


Project Description

• Explain how the work will alleviate the problem or accomplish project goals

• Describe the reason(s) the project is needed and beneficial to the bureau/DOI/Federal Government

• The project description must support the distribution of work in the “Ranking Categories” section


Project Need/Benefit

Clearly and concisely:

• State how the problem impacts asset performance and mission attainment

• Provide detailed specificity to clearly illustrate the benefits of the project

• Use the words “health and safety”, “resource protection”, “mission” in the text as appropriate



• Describe how the project supports specific DOI or bureau GPRA measures and performance goals

• Describe the benefit to employees, the public, bureau mission attainment, as appropriate

• Ensure the “Project Need” statement and distribution of work among the “Ranking Categories” are in agreement



• Do not describe the health and safety benefit of a project and then assign 100% to resource or mission ranking categories

• Proofread text for clarity and grammar– A poorly written PDS is viewed in a bad light


Ranking Categories

• Be sure the “Project Description” and “Project Need” statements support distribution among the ranking factors

• Use the examples on pages 9-11 of Attachment G to assign percentages

• Round percentages to whole numbers!


Revision Statement

• Only use the field for PDS that have been DOI approved in a previous year and then been subsequently revised

• Enter the date the revision statement was written– This will help clarify when the project was

revised


Capital Asset Planning

• The intent of this field is to document whether an Exhibit 300 must be sent to OMB

• Enter “Yes” if the total estimated cost is greater than $10 million

• Enter “No” for any project below that amount

• If the entry is “Yes” simply delete the word “No” and vice versa


Project Cost Estimate (This PDS)

• Only display the funds being requested by the PDS – Do not include previous requests, received

appropriations, or future funding

• Split the funding request between DM and CI based upon the ranking category percentages

• The “Total” must equal the amount of funds requested by the PDS


Project Funding History (Entire Project)

• This section displays the entire funding amount to complete the project– It includes previous funding, current request,

and future funding needed to complete project

• “Appropriated to Date”– Enter funds already provided to the project– Include the previous year’s funding request even if the

appropriation bill has not been signed



• “Requested in FY ___ Budget”– Do not use this line! – Leave it blank

• “Planned Funding in FY__:”– Enter the funding amount requested by the

PDS and the fiscal year of the request



• “Future Funding to Complete Project”

– Enter the total amount of funding needed to complete the project

• “Total” - Sum all the funding entered in this section of the PDS


Class of Estimate

• Indicate the class of estimate

• Delete the letters that do not apply - only the desired letter should appear on the form

• See definitions in Exhibit 2b

• “Estimate Good Until” - enter the date when the estimate must be revised to account for inflation


Dates

• Provide the best estimate of construction award date and project completion– Note the format is quarter/year

• These fields must be completed


Project Data Sheet

• Enter the date the PDS was prepared or the last time it was updated


DOI Approved

• Enter “Yes” when DOI approves the project – After all changes PAM/POB requested

have been made

• Until then, enter “No”

• If the entry is “Yes” simply delete the word “No” and vice versa


Annual Operation and Maintenance Cost ($s)

• Enter the current O&M cost using FRPP data– This is critical

• Estimate the projected O&M after the project is complete– This is an estimate!

• Do not enter text in this field


Summary

• Complete all of the data fields on the PDS

• Ensure all data is accurate before submitting

• Write clear, concise, and grammatically correct sentences

• Use the standard format; do not modify the format of Exhibit 2a in Attachment G


Contacts

PAM – Bill Hamele (202) 208-5704

POB – Rita Jankovich (202) 208-4967

• Attachment G and CPIC Schedule Memo

http://www.doi.gov/pam/assetmanage.html


office of acquisition and property management completing an effective project data sheet (pds)

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