Office of Acquisition and Property Management

1
Completing an Effective Project Data Sheet (PDS)

• Office of Acquisition and Property Management

2
Why is an Accurate and Complete PDS Important?

• It justifies a bureaus 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 Interior December 2007
3
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

Department of the Interior December 2007
4
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

Department of the Interior December 2007
5
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

Department of the Interior December 2007
6
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

Department of the Interior December 2007
7
Funding Source

• Enter the source of the appropriation providing
  the project funding
• Do not enter a program name or number

Department of the Interior December 2007
8
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.)

Department of the Interior December 2007
9
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

Department of the Interior December 2007
10
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

Department of the Interior December 2007
11
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

Department of the Interior December 2007
12
FCI-Projected

• Subtract the amount of DM eliminated by the
  project and calculate the FCI
• For a new asset, enter zero

Department of the Interior December 2007
13
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

Department of the Interior December 2007
14
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

Department of the Interior December 2007
15
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

Department of the Interior December 2007
16
Project Need/Benefit

• 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

Department of the Interior December 2007
17
Project Need/Benefit

• 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

Department of the Interior December 2007
18
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!

Department of the Interior December 2007
19
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

Department of the Interior December 2007
20
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

Department of the Interior December 2007
21
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

Department of the Interior December 2007
22
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 years funding request even
  if the appropriation bill has not been signed

Department of the Interior December 2007
23
Project Funding History (Entire Project)

• 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

Department of the Interior December 2007
24
Project Funding History (Entire Project)

• 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

Department of the Interior December 2007
25
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

Department of the Interior December 2007
26
Dates

• Provide the best estimate of construction award
  date and project completion
• Note the format is quarter/year
• These fields must be completed

Department of the Interior December 2007
27
Project Data Sheet

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

Department of the Interior December 2007
28
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

Department of the Interior December 2007
29
Annual Operation and Maintenance Cost (s)

• Enter the current OM cost using FRPP data
• This is critical
• Estimate the projected OM after the project is
  complete
• This is an estimate!
• Do not enter text in this field

Department of the Interior December 2007
30
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

Department of the Interior December 2007
31
Contacts

• PAM Bill Hamele [phone]
• POB Rita Jankovich [phone]
• Attachment G and CPIC Schedule Memo
• http//www.doi.gov/pam/assetmanage.html

Department of the Interior December 2007