Proposed FIMS Data Elements for Removal

FIMS/Real Estate WorkshopPalm Springs, CAJune 2-6, 2008

Mark GordyEnergy Enterprise Solutions

FIMS Data Elements Currently have 208 data elements in FIMS

Includes new Sustainability data elements 5 optional data elements

Since FIMS is a DOE corporate application, each data element is sponsored by a Headquarters Program Office

Program Office sponsors are responsible for providing definitions and any guidance that needs to be distributed to the Sites

Program Office Sponsor need to justify the need to continue to maintain a specific data element in FIMS

Periodic reviews with the Programs have occurred over the years

Definitions for all data elements can be found in the FIMS Data Element Dictionary (Appendix A of FIMS User’s Guide)

232

148 148140 140

173

183 183

208

0

50

100

150

200

250

FY95 FY01 FY02 FY03 FY04 FY05 FY06 FY07 FY08

FIMS Data Element Counts

Data Element Composition by HQ Program Office

CF, 2.39%EE, 8.61%

EH, 1.44%

EM, 0.96%

Field, 3.83%

LM, 0.48%

MA, 75.12%

NNSA, 0.48% SC, 6.70%

Data Elements Sponsors Chief Financial Officer (CF)

Annual Actual Maintenance Annual Required Maintenance Deferred Maintenance Inspection Date Physical Barrier Preventing Inspection (PBPI)

Energy Efficiency and Renewable Energy (EERE) EMS4 Site Number Energy Consuming Buildings/Facilities Energy Consuming Metered Process (Excluded) Facilities Meters (1-4)

Data Elements Sponsors Energy Efficiency and Renewable Energy (EERE)

New Sustainability Data Elements Assessment Status Certification Status (new construction) Expected Certification Date – Fiscal Quarter Expected Certification Date – Fiscal Year Guiding Principle Points - % Achieved (existing building) Guiding Principle Points - % Achieved (new construction) LEED Certification Level Attained (existing building) LEED Certification Level Received (new construction) LEED Points (existing building) LEED Rating System Planned Assessment Date – Fiscal Quarter Planned Assessment Date – Fiscal Year Reason for Exemption Reason for Non-Assess 15% Goal Flag (System Generated)

Data Elements Sponsors Environment Safety and Health (EH)

Seismic Comments Seismic Essential Seismic Exemption

Environmental Management (EM) Headquarters Program Office - recommend sponsorship be changed to MA

OSF Replacement Plant Value (RPV) - recommend sponsorship be changed to MA

Field Alternate Name Estimate Indicator No of Employees Notes Occupant ID Occupant Name Occupant Indicator Occupant Type

Data Elements Sponsors Legacy Management (LM)

Regulatory Basis

National Nuclear Security Administration (NNSA) Mission Dependency Program Office

Science (SC) Conventional Facility Indicator Deficiency Systems (1-5) Hazard Category Landlord Funding Program Modernization Planning Indicator Status Status Date Status Utilization - recommend sponsorship be changed to MA

Transfer to PSO System Generated Fields: Summary Condition, Total Rehab and

Improvement Cost, and Total Summary Condition Index

Data Elements SponsorsManagement and Administration (MA)

Acquisition Method Code Adjustment Cost Adjustment Date Adjustment Description Agreement Number Annual Rent Annual Rent – Lab Annual Rent – Office Annual Rent – Other Area Name Area Number Asset Type Assigned Usable Square Feet Building RPV Capitalized Indicator Common Space Square Feet Congressional Districts (1-10) Contract No

Disposition Value Effective Date Escalation Year – Other Escalation Year – Services Escalation Year – Taxes Estimated Disposition Year Excess Indicator Excess Year Expiration Date From Acquisition Date Geographic Location City Code Geographic Location County Code Geographic Location State Code Grantee Grantee Cancellation Rights Grantee Cancellation Rights – Days Notice Grantor Grantor Cancellation Rights

Data Elements SponsorsManagement and Administration (MA)

Grantor Cancellation Rights – Days Notice Grantor City Grantor Mailing Address Grantor State Grantor Zip Code Gross Sqft Historic Designation Hour of Operation Per Week Ingrant Sqft Initial Acquisition Cost Initial Lease Date Land Ownership Code Lease Authority Location Address Location (Ingrant) Location City (Property) Location Congressional Dist (Ingrant) Location Congressional Dist (Property) Location County (Ingrant)

Location County (Ingrant) Location State (Ingrant) Location State (Property) Location Zip Code (Ingrant) Location Zip Code (Property) Main Location Mission Dependency Model Building Type Net Proceeds Net Usable Sqft No of Buildings No of Trailers No of Floors No of Floors Below Grade Op Cost: Electricity Op Cost: Water/Sewer Op Cost: Pest Control Op Cost: Central Heating

Data Elements SponsorsManagement and Administration (MA)

Op Cost: Central Cooling Op Cost: Snow Removal Op Cost: Gas Op Cost: Refuse Op Cost: Recycle Op Cost: Grounds Op Cost: Janitorial Other Costs Outgrant Acres Outgrant Indicator Outgrant Other Outgrant Sqft Outgrant Type Owned/Ingrant Indicator (Property) Photo Library Description Photo Library Title Primary Quantity Property ID

Property Name Property Type Receipt Type Recipient Renewal Options Renewal Options – Additional Years Renewal Options – Days Notice Renewal Rent Next Reporting Source Responsible Party – Electric Responsible Party – Exterior Responsible Party – Interior Responsible Party – Janitorial Responsible Party – Refuse Responsible Party – Sewage Responsible Party – Utilities Restrictions: Environmental Restrictions: Natural Resources Restrictions: Cultural Resources

Data Elements SponsorsManagement and Administration (MA)

Restrictions: Developmental Restrictions: Reversionary Clauses Deed Restrictions: Zoning Restrictions: Easement Restrictions: Rights-of-Way Restrictions: Mineral Rights Restrictions: Water Rights Restrictions: Air Rights Restrictions: Other Restrictions: Non Applicable RPV Model Rural Acreage Secondary Quantity Secretarial Office Site Address Site City Site Factor Site Name

Site Number Site State Site Zip Structured – Inside Parking Summary/Detail Indicator Surface – Outside Parking To Acquisition Date Total Bill – Annual Amount Total No of Occupants Trailer RPV UFAS Compliance Indicator UFAS Exemption Code UFAS Justification Urban Acreage Usage Code Using Organization Year Acquired Year Built

Potential Elements for Removal

Basis for the suggestions are: Lack of formal internal/external reporting requirements Has not been included in Headquarters & Site report requests Rarely updated Value not apparent in continuing to maintain this data

Let’s hit the delete key together…..

UFAS Compliance Indicator (MA) Determines whether a building meets the requirements of the Uniform

Federal Accessibility Standards (UFAS) handicap regulations 27% updated since end of FY06

UFAS Exemption Code (MA) Identifies whether a building is exempt from complying with the UFAS

standards 27% updated since end of FY06

UFAS Justification (MA) Reason a building may be exempt from complying with UFAS 27% updated since end of FY06

Total No of Occupants for GSA Owned/Leased Assets (MA) Peak number of persons to be housed during a single 8-hour shift,

regardless of how many workstations are provided for them 25% updated since end of FY06

Potential Elements for Removal

Potential Elements for Removal Escalation Year – Other (MA)

Indicates (Yes/No) whether an escalation in other expenses is allowed during the life of the present lease for DOE/Contractor leased buildings

0% updated since end of FY06

Escalation Year – Services (MA) Indicates (Yes/No) whether an escalation in service charges is allowed

during the life of the present lease for DOE/Contractor leased buildings 0% updated since end of FY06

Escalation Year – Taxes (MA) Indicates (Yes/No) whether an escalation in taxes is allowed during the life

of the present lease for DOE/Contractor leased buildings 0% updated since end of FY06

Landlord Funding Program (SC) Program under the secretarial officer that actually funds the landlord

needs. This is captured at the Site level. 0% updated since end of FY06

Potential Elements for Removal Occupant ID (Field)

Unique key input to identify the occupant 7% updated since end of FY06

Occupant Name (Field) Name of the tenant who is occupying the space in a DOE or DOE

contractor controlled building 0% updated since end of FY06

Occupant Type (Field) Identifies if the occupant is DOE, DOE Contractor, or Other 7% updated since end of FY06

Occupant Indicator (Field) Identifies (Yes/No) if the building/trailer is occupied 7% updated since end of FY06

Note: FIMS would still retain the No of Employees. The No of Employees provides a count of the number of occupants in a building or trailer.

Potential Elements for Removal Seismic Comments (EH)

Brief comments necessary to explain designations made in other seismic fields

13% updated since end of FY06

Seismic Essential (EH) Buildings/Trailers that require a level of seismic resistance that is higher

than life safety. Valid choices are P1 (General Use Buildings), P2 (Emergency operations center, hospitals, etc), P3 (Buildings with significant hazardous materials that have potential for major on-site impact), or P4 (Buildings with significant hazardous materials that have potential for major off-site impact)

13% updated since end of FY06

Seismic Exemption (EH) Identifies the building/trailer as exempt from seismic evaluation in

accordance with E.O. 12941 13% updated since end of FY06

Potential Elements for Removal Annual Rent - Lab (MA)

Annual amount of Lab rent per year per square foot for DOE and Contractor leased buildings

23% updated since end of FY06

Annual Rent - Office (MA) Annual amount of Office rent per year per square foot for DOE and

Contractor leased buildings 23% updated since end of FY06

Annual Rent - Other (MA) Annual amount of rent for other than lab and office per year per square

foot for DOE and Contractor leased buildings 23% updated since end of FY06

Note: FIMS would continue to have the annual rental cost and other cost data elements for DOE and Contractor leased buildings

Potential Elements for Removal Transfer to PSO (SC)

Program code identifying the PSO the building/trailer is to be transferred to. This code is only required when a Status of Shutdown Pending Transfer is selected.

45% updated since end of FY06

Physical Barrier Preventing Inspection (CF) Indicates (Yes/No) if a condition assessment of an OSF is not

appropriate to determine the Deferred Maintenance because of physical barriers. For example underground storage tanks or pipe systems generally cannot be inspected.

41% updated since end of FY06

Other Data Elements for Potential Removal?