Office of Science U.S. Department of Energy
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Office of Science
U.S. Department of Energy
2/19/04
U.S. Department of Energy’sOffice of Science
Office of Science “Rollout”February 19, 2004
SC-82
Overview of DOE Order 430.1B
Real Property Asset Management
Office of Science
U.S. Department of Energy
2/19/04
Implements DOE Policy 580.1, Management Policy for Planning, Programming, Budget, Operation, Maintenance and Disposal of Real Property
Consistent with the February 4th, 2004 Executive Order 13327, Federal Real Property Asset Management: “It is the policy of the United States to promote the efficient and economical use of America's real property assets and to assure management accountability for implementing Federal real property management reforms. Based on this policy, executive branch departments and agencies shall recognize the importance of real property resources through increased management attention, the establishment of clear goals and objectives, improved policies and levels of accountability, and other appropriate action.
Performance–based approach
Links planning, programming, budgeting and evaluation to program mission projections and performance outcomes
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Office of Science
U.S. Department of Energy
2/19/04
A “How To” document
Stand alone document
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Office of Science
U.S. Department of Energy
2/19/04
Ten Year Site Plan (TYSP)
Roles and responsibilities among federal organizational entities
Facilities Information Management System (FIMS)
Performance Measures
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Office of Science
U.S. Department of Energy
2/19/04
In Response to:
Congressional Direction
GAO Reports
Need to Update LCAM due to organizational changes
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Office of Science
U.S. Department of Energy
2/19/04
Recognizes deterioration of DOE facilities and the inability to evaluate/address their readiness and maintenance status
Supports efforts to develop a directive establishing requirements for DOE-wide implementation of all facilities and infrastructure programs
Requires Ten Year Site Plans
Requires assignment of federal staff at site and HQ for oversight of F&I activity and to ensure accountability
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Office of Science
U.S. Department of Energy
2/19/04
Elimination of Excess Facilities
Unacceptable degree of facility deterioration is a result of insufficient funding for maintenance
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Office of Science
U.S. Department of Energy
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GAO-03-122 “Federal High Risk Series” , Jan. 2003, places Federal Real Property as a High Risk due to:
Deteriorated and outdated property portfolio
Excess and underutilized inventory
Lack of facility data
No comprehensive and integrated planning
GAO-03-100, Jan. 2003, Major Management Challenges and Program Risks, Department of Energy
DOE faces major challenges in revitalizing infrastructure
Office of Science
U.S. Department of Energy
2/19/04
Issued May 20, 2002 Objective is to establish a holistic planning,
programming, budgeting and execution (PPB&E) process that links real property assets, and the resources dedicated to them, to mission requirements and performance
OECM will:Lead implementation of this PolicySupport the Deputy Secretary/Chief Operating
Officer and line management
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Office of Science
U.S. Department of Energy
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DOE Program Offices have line responsibility
DOE functional offices have staff responsibility for assisting line management with implementation of this policy, and related directives
Office of Science
U.S. Department of Energy
2/19/04
F&I Steering Committee (FISC)Convened / Chaired by OECMHQ & Field Reps from EE, EM, DE, NNSA, and SCChartered F&I Working Group (FIG) to draft order
FIG efforts included:Fifteen member working group from field and HQ
organizationsFive three day working sessionsFISC GuidanceOutreach to 80 points of contactEFCOG and Lab Council InputReview of practices of other Federal Agencies
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Process For Drafting RPAM
Office of Science
U.S. Department of Energy
2/19/04
RPAM order issued 9-24-03
Requirements of the order must be fully implemented by September 30, 2004
Implements DOE P 580.1
Cancels DOE order 430.1A Life-Cycle Asset Management dated 10-14-98
Consistent with the new Executive Order 13327 “Federal Real Property Management” issued February 4, 2004
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Office of Science
U.S. Department of Energy
2/19/04
Applies to all DOE elements with responsibility for real property assets, including NNSA, except Naval Reactors/Naval Propulsion Program
Contractor requirement document sets applicable requirements for Site/Facility management contracts
Applies to other-than Site/Facility management contracts on a case by case basis
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Office of Science
U.S. Department of Energy
2/19/04
PlanningReal EstateAcquisitionMaintenance and RecapitalizationDisposition and Long-Term StewardshipValue EngineeringPerformance Goals and Measures
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Office of Science
U.S. Department of Energy
2/19/04
Overarching function within real property asset management
Site planning must be consistent with DOE P 430.1 Land and Facility Use Planning
For active sites, the TYSP will document site planning and performance
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Office of Science
U.S. Department of Energy
2/19/04 15
TYSP will address how assets support:Departments strategic planSecretary’s 5-year planning guidanceLandlord and Program guidance
SC Facilities for the FutureSC Strategic PlanSC Future of the Laboratories (coming 2004)
TYSP will be updated and submitted annually
SC has drafted preliminary guidance; detailed guidance to go out by April 5st for Nov 1st submission
Office of Science
U.S. Department of Energy
2/19/04
REAL ESTATE
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Encompasses key activities over the life cycle of real property assets
Secretary’s real estate authority can be re-delegated
All real estate actions to acquire, manage, and dispose of real property must be reviewed and approved by a DOE Certified Realty Specialist (CRS) before executing the action
Office of Science
U.S. Department of Energy
2/19/04
Real Estate cont.
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Land use planning must be established through a recognized process approved by the LPSO
Land use plan must be kept current and support the TYSP
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U.S. Department of Energy
2/19/04 18
LPSOs/CSOs/PSOs must annually identify all project/program mission terminations to site/field managers
Site/field managers must annually report to responsible LPSOs/CSOs/PSOs real property that is not utilized
LPSOs/CSOs must report to OECM no later than 12/31 of each year property that is not needed to support program missions
Real Estate cont.
Office of Science
U.S. Department of Energy
2/19/04 19
90 day notification to HQ for all disposals by sale or lease
Real Estate cont.
Office of Science
U.S. Department of Energy
2/19/04 20
FIMS data used to meet routine reporting requirements
Site/Field managers must ensure that FIMS data is verified annually as complete and accurate
FIMS dollar values must be reconciled by asset type with the accounting Management Analysis Reporting System (MARS)
Deferred, required, and annual maintenance must be reported in FIMS
Office of Science
U.S. Department of Energy
2/19/04 21
FIMS data is used to determine if individual sites have met the expectations for the Asset Utilization Index (AUI)
FIMS data is also used in determining if the expectations for the Asset Condition Index (ACI) performance measure have been met
Office of Science
U.S. Department of Energy
2/19/04 22
FIMS will be available via the internet FIMS data must be archived after disposal of DOE owned real property assetsOutgrants of DOE owned real property assets must be reported in FIMSReal property data in other reporting systems must be consistent with FIMS data
Office of Science
U.S. Department of Energy
2/19/04 23
Strategy for meeting mission need: construction, Alternative Finance, other
Must consider Life Cycle costs
Line items vs General Plant Projects (GPP)
Institutional General Plant Projects (IGPP)
Square Foot Off-set for new construction at each site, unless secretarial waiver approved for elimination at another site
Office of Science
U.S. Department of Energy
2/19/04 24
Sustainment – maintenance, repair or replacement
Recapitalization - alterations, betterments and rehabilitation
Sustainment requirements must be developed and summarized in the TYSP
Recapitalization plans are also required to be developed and included in the TYSP
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U.S. Department of Energy
2/19/04 25
Each site is to have a Maintenance ProgramCondition assessments
Work control system
Management of deferred maintenance
Method to prioritize maintenance projects
Cost accounting systems to budget and track maintenance expenditures
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U.S. Department of Energy
2/19/04 26
Condition Assessments must be performed on all real property assets at least once during any 5-year period using industry standard practices
Condition Assessment Systems (CAS)Inspections
Determine asset deficienciesIdentify when corrective actions will be accomplished and their cost
CAS software
Office of Science
U.S. Department of Energy
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Importance of real property assets to mission
Mission essentialMission determinationFIMS
Office of Science
U.S. Department of Energy
2/19/04 28
Disposition includes:StabilizingPreparing for reuseDeactivationDecommissioningDecontaminatingDismantlingDemolishingDisposing of real property assets
Office of Science
U.S. Department of Energy
2/19/04 29
Long – Term stewardship includesPhysical controls, e.g. fences, markers, signsInstitutional controls, e.g. notations on maps, records, and deedsInformation and other mechanisms needed to ensure protection of people and the environment
Office of Science
U.S. Department of Energy
2/19/04 30
Property transfers to complete disposition
Transfer document
Records, data collection, management and reporting requirements
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U.S. Department of Energy
2/19/04 31
Value Engineering requirements are provided in the following documents:
1. Office of Management and Budget (OMB) Circular A-131, Value Engineering, dated 5-21-93
2. Public Law 104-106, Section 4306, Value Engineering for Federal Agencies (41 U.S.C. 401et seq.)
3. DOE N413.2, Value Engineering, date 12-30-02; and
4. ASTM Practice 1699-00, Standard Practice for Performing Value Analysis for Buildings and Building Systems
Office of Science
U.S. Department of Energy
2/19/04 32
Projects < or = to $5M
Projects > $5M
Office of Science
U.S. Department of Energy
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LPSO/CSO to establish targets
Site/Field Manager development of site specific measures
Corporate measures for AUI and ACI are included in DOE O 430.1B
Office of Science
U.S. Department of Energy
2/19/04 34
Area of Justified Holdings
Area of Current HoldingsAUI =
Information Source Facility Information Management System (FIMS)
Asset Utilization Index
By Program or individual sites
1.00 >AUI > 0.90
0.90 >AUI > 0.75
0.75 >AUI
Satisfactory
Marginal
Unsat
AUI Performance Measures
DOE Order 430.1B RPAM
AUIModule
Outcome Drivers-Ten Year Site Plans- Utilization Surveys- Acquisition Program - Resource allocation
Outcome Drivers- Excess Elimination- D&D Program- Ten Year Site Plans- Resource allocation- Budget execution- Acquisition Program
Justified Assets
Area of all real property
assets
Justified Assets Current Assets
Information Source Area of justified holdings through annual utilization surveys as reported in Facility Information Management System (FIMS)
Asset Utilization Index
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Office of Science
U.S. Department of Energy
2/19/04 36
ACI = 1 – DM/RPV
Asset Condition Index
Information Source Quantitative Condition Assessment Surveys using Industry Standards as reported in FIMS
Deferred Maintenance
Outcome Drivers- Maintenance Program- Recapitalization Program- Excess Elimination- Resource allocation- Budget execution- Ten Year Site Plans
Outcome Drivers- Excess Elimination- Resource allocation- Budget execution- Ten Year Site Plans- Acquisition Program
Information Source Facility Information Management System (FIMS)
Asset Condition Index
Program
SiteSite
1.00 >ACI > 0.90
0.90 >ACI > 0.75
0.75 >ACI
Satisfactory
Marginal
Unsat
ACI Performance Measures
DOE Order 430.1B RPAM
ReplacementPlant Value
(RPV)
ACIModule
(ACI = 1- DM / RPV )
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Office of Science
U.S. Department of Energy
2/19/04
To assess budgets for intended use, following measures are established:
LPSOs/CSOs will review budget execution against IFI Crosscut Budget quarterly
Assessments by LPSOs/CSOs to be submitted to OECM
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Office of Science
U.S. Department of Energy
2/19/04
OECMServes as Department of Energy’s principal point of contact
Develops policies and procedures
Develops and monitors performance measures
Qualified DOE Federal facilities management staff
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Office of Science
U.S. Department of Energy
2/19/04
LPSOsProvides annual program direction, guidance and oversight for Order ImplementationIssue program missions, budgets, and planning estimates covering a 10-year planning horizonApprove TYSPs and land-use management plans for their sites
CSOs/PSOsAlso issues program missions, budgets, and planning estimates covering a 10-year planning horizonApprove TYSPs related to their programmatic responsibilities at related sites.Ensure Program direction and guidance is consistent with LPSO/CSO/PSO agreement for site real property matters
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Office of Science
U.S. Department of Energy
2/19/04
Site/Field ManagersAccountable to LPSO for real property stewardship at siteEnsures qualified DOE facilities staff is available for implementation of order at siteCoordinates real property assets and budgets to meet program missionsEnsure that FIMS data is verified annually as complete and accurateIdentifies mission essential real property assetsSubmit a coordinated TYSP to LPSO
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Office of Science
U.S. Department of Energy
2/19/04
Site Manager• Geographic Area Coordination• Host for tenant Programs / Activities• Infrastructure Support Provider•TYSP Coordinator
LPSO CSO/PSO
Field ProgramOffice
Site
Mission / P
rogram /
Requirem
ents / Resources
TYS
P ( P
rogram / Infrastructure)
Req
uire
men
ts /
Res
ourc
es
TYSP (
Progr
am /
Suppo
rt)
Mis
sion
/ Pro
gram
• Infrastructure Support Agreement Btwn Office and Site Manager
• TYSP Coordination
HQ Coordination
OMBEOECM
Departmental• Policy / Oversight• PPB &E• Metrics• FISC
Infrastructure
Roles & Responsibilities
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Office of Science
U.S. Department of Energy
2/19/04
Part of RPAM Order
Areas coveredPlanningDocumentationFIMSReal EstateMaintenanceDisposition and Long-Term StewardshipValue Engineering
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Office of Science
U.S. Department of Energy
2/19/04
RPAM is the product of a cross-program and field participatory effort
Corporate level, performance-based approach links real property asset management to program missions and performance outcomes
Directs identification and balancing of acquisition, sustainment, recapitalization and disposal requirements into a comprehensive Ten Year Site Plans
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Office of Science
U.S. Department of Energy
2/19/04
This presentation was created by:The U.S. Department of Energy
Chicago Operations OfficeLaura TrocheHeidi RamirezGloria Baldwin
Max RosenquistSteve Neus
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