FRPP Data Issues

1
FRPP Data Issues

• FIMS/Real Estate Workshop
• Palm Springs, CA
• June 2-6, 2008Mark Gordy Gayle SmithEnergy
  Enterprise Solutions

2
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

3
FRPC Data Elements

• 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)

• 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

System Generated
4
Importance of Data Accuracy

• Highly visible to the Office of Management and
  Budget (OMB)
• Addition of real property to the Presidents
  Management Agenda
• DOE Scorecard reflects reported FIMS
  completeness/data quality

5
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

6
FRPP Data Anomaly Checksfor FY08

• Estimated Disposition Year 2008 or a prior
  fiscal year
• Actual Maintenance gt Replacement Plant Value
• Actual Maintenance 0
• Excess Indicator Yes and the Status is
  Operating
• Operating, Operational Standby, Operating Pending
  DD, 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

7
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 OSFs
• 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

8
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

9
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 (OM) 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.

10
Dispositions
DOE
.
BY DOE
11
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 Departments 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)

12
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

13
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
  Governments 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 Governments
  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

14
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
  months 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).

15
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

16
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

17
Questions/Comments