Road Inventory Process Inventory-Data... · User Guide TC-01, The Road Inventory: Data Reconciliation, Validation and Inspection 11-02-2017 4 of 4 discussion of definitions of specific

User Guide TC-01, The Road Inventory: Data Reconciliation, Validation and Inspection 11-02-2017

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I. Background Roads and parking lots are real property assets. As such, they are part of the Fish and Wildlife Service’s Federal Real Property (FRP) inventory. An executive order, EO 13327, established the FRP Council through the Office of Management and Budget (OMB) and General Services Agency (GSA), and made the Council responsible for setting standards of accountability, including annual verification of the presence of each asset owned and/or managed, and the reporting of multiple data elements, to include: asset location (coordinates), construction material, replacement value, operations and maintenance costs, and the cost of any repairs needed. This annual report is known as the FRP Profile. The Department of Interior (DOI) interprets OMB’s directives and establishes real property policy for the Fish and Wildlife Service (FWS).

Additionally, in order for the FWS to continue to qualify for funding through the Surface Transportation Act (the enabling legislation that funds the Federal Lands Transportation Program), a regular comprehensive inventory and inspection process is required. FWS has contracted with the Federal Highways Administration (FHWA) to assist us in meeting comprehensive condition assessment (CCA) reporting requirements. As a part of this contract, FHWA inspects our Tier 1 and Tier 2 roads and parking lots, providing us with itemized deficiencies of these assets, as well as industry-based cost estimates for their repair.

It is the responsibility of the Regional Transportation Coordinator (RTC) to update the asset records in databases that the FWS maintains for real property and associated work orders. The Financial Business Management System (FBMS) is the database of record for our inventory; the Service Asset Maintenance and Management System (SAMMS) database houses work orders pertaining to asset inspections and maintenance needs. (SAMMS also houses work orders for our “wish list” construction projects, including those outside of our stations’ boundaries that offer connections for the public to FWS land.) The RTC is responsible for keeping station work orders for roads and parking lots up-to-date in SAMMS. RTCs and other facility coordinators are required to utilize another program, the Service Application for Material Inspection (SAMI), to perform updates to real property records in both SAMMS and FBMS. (Refer to User Guide FM-03, “Updating the Real Property Inventory” for details.)

II. The Process The comprehensive condition assessment of roads and parking lots is referred to as the “Road Inventory” and has four parts: (1) data reconciliation, (2) inventory validation, (3) inspection (the collection of data regarding the condition of station assets), and (4) reporting and review of inspection findings for the creation of SAMMS work orders.

It is important that the RTC communicate with others at the regional office (Facilities Chiefs, AMCs, and FMCs), in both Refuges Fisheries, the purpose of the data reconciliation process, as well as the schedule as it evolves. The participation of station managers in the process is imperative; accuracy of a station’s inventory ultimately rests with the station manager. The RTC, however, is the subject matter expert when it comes to the program and project funding eligibility. The RTC must be able to articulate the resources potentially available to the manager, depending on the asset, and be able to advise the manager appropriately concerning Service policy.

https://www.fws.gov/refuges/facilities/manuals-policies.html


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A. Data Reconciliation. (Refer to the check list provided in Attachment 1.) This first step takes place between the RTC and the station manager, as they review the station’s

current inventory as it appears in SAMMS. Data reconciliation takes place over a WebEx led by the RTC, while referring to shape files previously collected during the last on-the-ground inspection (the Cycle 4 Road Inventory), as overlaid on a Google map. All roads and parking lots at the station are identified, including any that do not appear on the inventory, and are assigned route names and numbers. Every route number must have a unique RPI number, and any assets previously lumped must be split. Any stand-alone assets that should be considered components of a specific road or parking lot, such as gates, kiosks, culverts, ditches, or signs, must be realigned to become components of the primary asset to which they belong. (Any sub-assets should also be realigned, as sub-assets are no longer a recognized asset type.)

The RTC introduces the station manager to the purpose of the Road Inventory within the context of both the Transportation Program and the requirements of asset management reporting, and provides an explanation of any terms that may be unfamiliar to the manager. The RTC then reviews with the manager the data elements of each asset, and uses SAMI to correct any discrepancies. The RTC documents the existence of any “newly discovered” assets, as well as the need to remove any no longer in existence. (Refer to Attachment 4.) Upon conclusion of the reconciliation session, the RTC should have (1) an updated KMZ (GIS) file of asset locations, (2) an updated inventory (even though any new asset numbers needed will not have been assigned), and (3) a summarized list (a summary table) of the changes that were made to the station’s inventory. The RTC provides these three to the national coordinator at FWS Headquarters (HQ), and facilitates the completion of any paperwork required from the station manager for additions and deletions. The RTC notifies HQ when the RTC has completed an update of the station’s inventory, and created RPI numbers for all new assets. Only then is the station ready for the next step, Inventory Validation with FWHA.

In addition to ensuring that the data elements for each road and parking lot are correct, the RTC is responsible for ensuring that the assets are aligned with FWS policy. The RTC is to perform “realignments” utilizing SAMI to correct any misguided past practices, such as “lumping” of records under one generic “parent” for a particular asset type. RTCs are to correct records where:

1) A “parent” asset exists. The RTC is to use SAMI to realign sub-asset “children” as stand-alone assets, and then administratively remove the parent record. (Refer to Attachment 4, page 8.) A road record is to represent only one road route number; a parking lot record is to represent only one parking lot. No “lumping” of roads or parking lots should remain after data reconciliation.

2) A road or parking lot valued at $5,000 or more is not reflected by a record in the station’s inventory. Where a road or parking lot exists at a station and no record exists for it in the station’s real property inventory, the RTC is to use SAMI to record the presence of a “newly discovered” asset. (Refer to Attachment 4.) Irrespective of surface type, the road or parking lot should be used and maintained as that asset type in order to qualify as an asset, and not simply be, for instance, an area where people sometimes park or occasionally drive.


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3) A road is lumped in with a levee. Where a route on the Cycle 4 FHWA inventory is classified as the DOI asset type of “levee” and the top of the levee is regularly used and maintained as a road, the RTC is to use SAMI to split the asset, creating separate assets for the road and levee. (Refer to User Guide FM-03, “Updating the Real Property Inventory”.)

4) An asset listed on the inventory is no longer present on the ground. The RTC is to use SAMI to note that the asset is no longer present, provide the station manager with a Certificate of Unserviceable Property for signature, and submit the certificate (once it has been signed) to the Headquarters’ Disposal Coordinator with a cc to the regional Asset Management Coordinator (AMC) and Budget and Finance Officer (BFO).

5) An asset exists because of an existing road. Where stand-alone assets such as cattle guards, culverts, drainage ditches, gates, and/or signs exist because of an existing road, the RTC is to use SAMI to realign those assets to become components of the road. The RTC is to administratively remove the formerly stand-alone assets from the inventory (since they are now components) and to include the replacement value of the components with the road when calculating the replacement value of the road. (Refer to Attachment 4, page 11.)

6) An asset exists because of an existing parking lot. Where a culvert, ditch, gate, fence, kiosk, or signs exist because of a parking lot, the RTC is to use SAMI to realign those assets to become components of the parking lot. The RTC is to administratively remove the formerly stand-alone assets from the inventory (since they are now components) and include the replacement value of the components with the parking lot when calculating the replacement value of the parking lot.

The completion of all of the necessary forms for the creation or deletion of asset records is time sensitive. The RTC must be diligent in pursuing the return of required forms by the station manager, submitting the forms to the appropriate offices, and processing changes. Otherwise, further steps in the process will be delayed.

B. Inventory Validation. When the RTC notifies HQ that updates required from data reconciliation have been completed, the national coordinator prints a new report of the station’s road and parking lot inventory from SAMMS and sends it, along with the updated KMZ file and the summary table of changes made, to the FHWA Road Inventory Program (RIP) manager. FHWA will then propose a schedule for validation of the station’s inventory that includes a later date for an on-the-ground inspection. During the Inventory Validation, an FHWA representative will conduct a WebEx with the RTC to review each of the assets on the inventory. A knowledgeable representative from the station should attend, if possible, as this review is the last opportunity for updates before the on-the-ground inspection. Once FHWA inspectors are at the station collecting data, they will only have what we have provided them during the validation. They cannot add items during their inspection or change the elements they have been provided. If an asset is not located at the coordinates provided, that asset will not be inspected.

The purpose of the validation process is to review all the data elements of the reconciliation, for the purpose of quality control. Inventory Validation is not intended as a decision-making venue for the


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discussion of definitions of specific data elements, or of FWS policy. Discussions of that nature should have been addressed during Data Reconciliation and, if questions remained, brought to the attention of the FWS national RIP coordinator and HQ.

The RTC is responsible for making any corrections needed to the inventory after the validation (asset additions or deletions or changes to data elements), and providing the updated inventory to the station manager and national coordinator a minimum of two weeks prior to the station’s scheduled inspection.

C. Inspection (Asset Condition Data Collection). Using the validated inventory, FHWA representatives conduct an on-the-ground inspection of a station at a time agreed to by the station and the RTC. The inspector conducts an in-briefing with the station manager before going out on site. The station provides a person knowledgeable of the station’s assets to accompany the inspector. After the inspection, the FHWA representative conducts an out-briefing with the station manager and provides a preliminary printed report of the inspection findings. The RTC should, whenever possible, be present via speaker phone for the out-briefing.

D. Reporting of Inspection Findings and the Creation of Work Orders. FHWA provides the station’s inspection data to the FWS SAMMS administrator. This data includes not only the condition of the asset as observed during the inspection, but also the location of any components, noting if any obviously require repair, and documenting safety issues observed, as well as any pertinent information on asset condition or safety provided by the station person accompanying the inspector. Along with the inspection findings, FHWA recommends appropriate repairs and provides an estimate of the cost of those repairs.

Once the new inspection findings have been received, the RTC is to cancel all DM work orders from prior inspections, as any deficiencies should have been captured in the latest assessment.

After the SAMMS administrator has loaded the inspection findings and cost estimates into SAMMS, the RTC reviews them. Accepting the inspection findings for an asset will generate the creation of an inspection work order and, where deficiencies of at least $15,000 are noted, also generate a follow-up deferred maintenance work order. Rejecting the data will flag it for review by the national coordinator. Lastly, the RTC reviews each asset’s Current Replacement Value and updates it when necessary. (Refer to TC-11, “Calculating the CRV of Roads and Parking Lots.”)

Attachment 1: Check Sheet for Road and Parking Lot Data Reconciliation

Attachment 2: Example Introductory Email to the Station Manager

Attachment 3: How to Print a Report of a Station’s Road and Parking Lot Inventory

Attachment 4: SAMI User Guide for RTCs (Installing & Updating SAMI, Downloading Station Data, Updating a Station’s Asset Records, Exporting Updated Records to SAMMS)

Attachment 5: Example Summary Table of Changes to a Station’s Inventory (for FHWA)

TC-01 Attachment 1, page 1 of 2

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Check Sheet for Road and Parking Lot Data Reconciliation Station Name_________________________________________ Org Code: _______________

A. Prior to Data Reconciliation: Check and Date

1. Consult with your Facility Chief and the FWS Transportation Program’s Road Inventory manager to identify station “clusters” in your region for data collection.

2. Send an introductory email (Attachment 2) to each station manager within the chosen cluster. In your email, propose a date for the data reconciliation WebEx. As this WebEx requires participation from someone very familiar with the station’s assets, be prepared to negotiate the date. Attach to your email a copy of User Guide SM-08, “Condition Assessments of Roads and Parking Lots: A Guide for Station Managers” as this provides an overview of the process as well as an explanation of functional classes, route numbers, and tiering.

3. After you and a station manager have agreed upon a date for the WebEx, send a calendar invite and attach the station’s inventory of roads and parking lots, as downloaded from SAMMS. (Refer to Attachment 3, “Printing a Station’s Road and Parking Lot Inventory.) Also attach a copy of the RPI Addition Form and a Certificate of Unserviceable Property. Instruct the station to email you before the WebEx with information regarding roads or parking lots that need to be added, so that you can prepare the shape files in advance for review during the WebEx.

4. Copy the calendar entry to the FWS Transportation Program calendar.

5. Before the WebEx, update SAMI on your computer and download to it from SAMMS the station’s entire RPI. (You will need more than just roads and parking lots in order to check that roads are not lumped under levees, and to realign any culverts, gates, crossings and cattle guards that should become components of roads. (Refer to Attachment 4, “SAMI User Guide for RTCs”.)

6. If a station’s inventory lists sub-assets, refer to Attachment 4 for instructions on how to re-align these. You may also wish to consult with your regional facilities office or the national RIP coordinator to ensure that you understand. (You can also refer to FM-03, “Updating the Real Property Inventory.”)

7. Before the reconciliation session, update the station’s shape files with new asset locations provided by the station. Refer to Attachment 6, “How to Update KMZ Shape Files.”

B. During Data Reconciliation WebEx:

1. Have ready a copy of the station’s inventory report for your use to note any changes the station cites. Also have available for reference pages 16 and 17 of the “FWS Approved Asset Codes and Short Descriptions” and the FWS Approved Components List.

2. Start with a brief PowerPoint presentation to review the purpose, the process, and the benefits to the station. Your presentation should introduce and explain any relevant terminology. Encourage questions. The clearer everyone is at the beginning, the more effective, consistent, and efficient you will be.

3. Using a Google map overlaid with Cycle 4 shape files, begin your review with the main entry road. For each road and parking lot that appears, use SAMI to validate and correct where necessary:

• DOI Asset Type and DOI Asset Code • Name (a.k.a. “short description”) • FHWA classification • Route number • Tier level • Size • Surface Type (Construction material) • Public/admin access designation • Accessibility designation


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4. When multiple road or parking lot assets have been lumped, use SAMI to perform realignment and split the

asset into multiple stand-alone records. (Refer to FM-03, “Updating the Real Property Inventory.”)

5. Where sub-assets exist, realign them as either components or as stand-alone assets, as appropriate.

6. Where stand-alone assets such as cattle guards, culverts, drainage ditches, gates, or signs appear in the station inventory because of an existing road, or where culverts, drainage ditches, gates, fences, kiosks, or signs are listed in a station’s inventory because of an existing parking lot, use SAMI to administratively realign those “secondary assets” to become components of the existing road or parking lot.

7. Ask the station if there are assets constructed and maintained as roads or parking lots that do not appear on their inventory. These should have already provided to you with information to add them as shape files, but if they have not, then add them now and collect the necessary data.

After Reconciliation: 1. After realigning assets and updating data elements as required, export the station’s data from SAMI to

SAMMS. (See Attachment 4.) Note that this point you will not yet have the new asset numbers.

2. Prepare a summary table of the changes you made to the station’s inventory. (See Attachment 5 for an example.) This table has three parts: (1) additions, (2) deletions, and (3) other changes to data elements, such as surface type, name, etc.

3. Email the national FWS RIP coordinator that you have completed the station’s reconciliation WebEx. Attach to your email the updated KMZ shape file, the summary table of changes, and the updated inventory (which may not yet have new asset numbers, if you needed to add to the inventory).

4. If the station’s inventory reconciliation resulted in the creation of any new assets, the realignment of existing assets, or the removal of any assets (administrative removal or the retroactive documentation of a physical disposal that already took place), use the “Reports” feature in SAMI to print (as appropriate):

a. “Administrative Removal” memo -- Print if any assets are to become components.

b. “Realign Memo” – Print if realignments of any sort took place.

c. ABZON form and RPI Addition form – Print if any new assets are to be added.

d. “Certificate of Unserviceable Property” – Print in order to document assets that are no longer present on the ground (those physically removed, not administratively realigned).

Refer to Attachment 4, or to User Guide FM-03, “Updating the Real Property Inventory” for more details.

5. Email the station manager any forms that he or she needs to complete. Explain what steps the manager needs to take and provide a “due by” date.

6. Submit any ABZON forms through your regional Budget and Finance Office (BFO), with a cc to your AMC.

Your BFO will forward the ABZON to Denver Finance. Ask your BFO to cc you on their submission to DFM so that you will be cc’d by DFM on their response. (This will avoid delays in completing the processing of the asset record.)

7. Submit to HQ any forms for disposal or realignment, and cc your AMC. (Refer to Attachment 4, page 14.) For asset additions and deletions, the AMC will need to adjust the station’s O&M collection records.

8. If you made changes to assets other than roads and parking lots, provide copies of the changes you made

to those records to your FMC.

9. If you initiated disposal or realignment of assets, follow up by checking the affected records to ensure the processes were completed correctly. No sub-assets should remain in the station’s inventory.

10. Once all asset records have been reconciled, notify your FWS RIP Coordinator, who will print an updated

report of the station’s inventory and send it to FHWA. Only when FHWA receives the updated inventory will an inspection (and pre-inspection validation) be scheduled.

TC-01 Attachment 2, Introductory Email to Station Manager

To: Station Manager

Cc: Area Supervisor, Regional Facilities Chief, Assistant Station Manager/Deputy Project Leader

Subject: REPLY REQUESTED BY 7/21/17 [date in 2 weeks]: Request to Schedule a Road Inventory Data Reconciliation WebEx for [station name]

Greetings, [Station Manager].

I am [your name], the Regional Transportation Coordinator (RTC) for [your region name or number]. I am contacting you to schedule a review of the roads and parking lots at your station. The review is to prepare for the Federal Highway Administration (FHWA) inspection of your roads and parking lots. It will require your participation or the involvement of someone from your staff who is very familiar with your station’s real property assets.

The inspection by FHWA is similar to the Comprehensive Condition Assessment conducted by regional Facility Management Coordinators (FMCs), in that the resulting inspection work orders lead to the creation of the deferred maintenance (DM) work orders. DM work orders more than five years old must be re-validated by a current inspection in order to remain eligible for DM funding.

Unlike assessments conducted by FMCs, the staff from FHWA cannot make changes to your Real Property Inventory (RPI) as they perform their inspection. It is imperative, therefore, that a review of your inventory take place well before the FHWA arrives, so that you and I are able to update your station’s road and parking lots and provide an accurate inventory to the FHWA inspector. You and I will need to work together before the inspection to correct any misinformation regarding road and parking lot classifications, names, locations, measurements, or surface types, and to add or delete any assets from your station’s inventory.

New asset records may take some weeks to process, as they must be created in FBMS, which requires submission through the regional Budget and Finance Office as well as the Division of Financial Management in Denver. Please send me the coordinates of any new assets, or provide them to me drawn on a map, so that I can add their shapes to the map of your station that you and I will review during the data reconciliation webinar.

Like a Comprehensive Condition Assessment (CCA), your participation is necessary for both the in- and out-briefing of the actual on-the-ground inspection by FHWA. Like a CCA, someone from your station who is knowledgeable about your station’s RPI assets (specifically the roads and parking lots, in this case) will need to accompany the FHWA inspector while he or she is at your station, in order to facilitate asset identification and point out any deficiencies that may not be readily apparent at the time of inspection.

With this email, I am proposing to conduct a webinar to review your station’s roads and parking lots on Tuesday, September 26, 2017 (09/26/17). If this date does not work for you, please provide me with alternate, workable dates within two weeks of the date of this email.

Once we agree upon a date, I will send you more information in preparation for the webinar. You can also find guidance for station managers posted to the Facilities, Equipment and Transportation user guides web page at https://www.fws.gov/refuges/facilities/manuals-policies.html.

Thank you for your time and attention.

Respectfully,

[Your Name] Regional Transportation Coordinator, [Your Region] Address Office Phone, Cell Phone

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A. Log in to SAMMS. From the Welcome screen:

1. Click on the “Reports” icon.

2. A drop-down menu appears. Click on Assets.

3. Another, smaller drop-down menu appears. Click on Locations.

B. A pop-up window, titled “Reports and Schedules” appears.


Printing a Station’s Road and Parking Lot Inventory from SAMMS

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1. In the text block under “Description” type “road” and

2. Hit your Enter key.

C. The “Reports and Schedules” screen now displays only the report “Road and Parking Lot Assets byOrgCode.”

D. Click on the text Road and Parking Lot Assets by OrgCode.



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E. Another pop-up screen appears, titled “Request Page.”

1. In the field under the words “Org Code,” type the five-digit org code of the station for whoserecords you want a report. (You can enter any number of org codes; simply separate them witha comma.

2. Click the Submit button.

F. Your request will be processed, yielding the following icon:



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G. Eventually a “BIRT” report will appear that lists the road and parking lots at the station you haverequested:

H. To export your report, click on the “Export report” icon

I. A screen appears, titled “Export Report.” Click the down arrow in the box labeled “Export Format” inorder to select other formatting options. (You probably don’t want a pdf if you intend to sort it.)



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J. To download your report in an easily sortable format, select “XLSX.”

K. Click OK.

L. The “Export Report” screen will disappear and the following pop-up will appear at the bottom of yourscreen:

M. Click Open.

N. Microsoft Excel will open and display your report. You will need to:

1. Click on Enable Editing.

2. Highlight row 2 and enable the wrap text function.

a. Click on the “Home” tab.

b. Click on “Wrap Text.”

3. Save your file with a meaningful name in a folder that you will be able to locate later.



TC-01 Attachment 4

Service Application for Material Inspection (SAMI) User Guide for RTCs

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I. How to Install SAMI .......................................................................................................................................... 2

II. How to Update SAMI ....................................................................................................................................... 3

III. Importing a Station’s Roads and Parking Lots Data from SAMMS (Maximo) .................................................. 4

IV. Reviewing and Updating Road and Parking Lot Asset Data ........................................................................ 6

1. Reviewing Data ........................................................................................................................................... 6

2. Updating records where a “parent” asset exists: Realigning sub-assets as stand-alone assets................. 8

3. Updating records where a road is lumped with a levee: Splitting an asset. ............................................. 11

4. Updating records where an asset exists because of a road or parking lot: Realigning a stand-alone assetas a component. ........................................................................................................................................ 11

5. Updating records where a sub-asset needs to be realigned as a component. ......................................... 11

V. Creating a New Asset Record ...................................................................................................................... 12

VI. Recording the Physical Disposal of an Asset and Removing It from the Inventory .................................... 12

VII. Exporting Updated Data Back to SAMMS/Maximo .................................................................................... 14

VIII. Tips .............................................................................................................................................................. 17

TC-01 Attachment 4


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I. How to Install SAMI 1. Open Windows Explorer. It’s usually located on your task bar and looks like a folder icon.

2. Type \\ifw9anrs-appsrv\SAMI in the navigation bar. This will take you to the main directory for SAMI.

3. Double click on the folder titled “Sami_Software_Production.” When it opens, you should see a file called

“Silent_Install.bat.”

4. Double click on the file “Silent_Install.bat.” A black command window will open, scrolling information.

This window will disappear when the install is complete. A SAMI icon will appear on your desktop.

5. Double click on SAMI icon on your desktop to start the application. It will take a minute to start the first

time you run it.

6. Be sure to update your version of SAMI each time before you run it. (Refer to instructions that follow.) NOTE: When you start SAMI for the first time, you will need to be on the network because SAMI imports reference data the first time you start it.

TC-01 Attachment 4


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II. How to Update SAMI 1. Open Windows Explorer. It’s usually located on your task bar and looks like a folder icon.

2. Type \\ifw9anrs-appsrv\SAMI in the navigation bar. This will take you to the main directory for SAMI.

3. Double click on the folder titled “Sami_Software_Production.” In it, you should see a file called “SAMI

Update.bat .”

4. Right click on “SAMI Update.bat.” A drop down menu appears. Mouse down to “Send to” and select

“Desktop.” This will add a SAMI Update.bat icon to your desktop.

5. Update SAMI each time before you use it. To update, double click the SAMI Update.bat icon on your

desktop. A small black screen will pop up and lines of text will scroll for a minute or two. When it has finished, the screen will disappear. You can then open SAMI, and the latest version will appear.

TC-01 Attachment 4


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III. Importing a Station’s Roads and Parking Lots Data from SAMMS (Maximo) You must be on an FWS network or VPN to import a station.

From your computer desktop, run SAMI Update.bat. After the black pop-up screen completes scrolling and closes, double-click your SAMI icon. SAMI will open.

1. From SAMI’s welcome screen, select the CCA tab and then click on Import.

2. A pop-up menu appears. Mouse over Import from SAMMS. Another pop-up appears, listing the regions. Click on your region.

3. A larger pop-up menu appears, listing the stations within the selected region. Click on the name of

station you want.

4. Another pop-up appears, titled Enter Station Import Parameters. Check the box for Import Roads. Uncheck any boxes that may otherwise be checked. Don’t worry about selecting a box for over or under $100K; all roads and parking lots will be imported, regardless of value.

TC-01 Attachment 4


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6. Click the Import button.

7. Another pop-up appears, advising you that SAMI is processing your request. When the download is complete, both pop-ups will disappear and you will be returned to the Welcome page.

8. The station you have downloaded will appear under the section of the screen labeled “Imported

Stations.” If you’ve already downloaded a number of stations, your newest download will appear at the bottom of the list.

9. Notice that the station name is followed by an icon: a black circle containing a white X. Clicking on

this icon will delete the station’s information…probably not something you want to do at this point.

10. To access the station’s records, click on the name of the station.

11. The “Station RPI Summary” page will appear when the station’s name is clicked on the Welcome screen.

Note that the summary page has two divisions: “Complete” and “Incomplete”. All assets appear under “Incomplete” until each asset’s inspection sheet has been reviewed, verified and marked complete.

TC-01 Attachment 4


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IV. Reviewing and Updating Road and Parking Lot Asset Data Regional Transportation Coordinators are responsible for using SAMI to update road and parking lot asset data. This generally takes place during the Route ID pre-inspection WebEx, when the station manager (or some other station employee with superb knowledge of the station’s assets) is present and contributing on the call.

1. Reviewing Data. From the “Station RPI Summary” screen, double-click on the row containing information on the asset you wish to review. The “RPI Inspection Sheet” for that asset appears:

a) Verify that the asset type is correct. Refer to “Roads and Parking Lots” on pages 16 and 17 of the document “FWS Approved Asset Codes and Short Descriptions” which you can access by clicking on the SAMI tool bar button FWS Approved Assets.

(a) (b) (c) (d) (e)

(f) (g)

(h) (i)

(j)

(k)

(l) (m)) (n) (o) (p) (q)

(r) (s) (t)

TC-01 Attachment 4


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b) Click in the text box and enter the route number following the text “RTE#”. You will not be able to place the record in “complete” status without entering the route number. (In the few instances where a route number will not be created, enter 000.)

c) While in the text box, make any corrections necessary to the name of the asset.

d) Make any known measurement changes by typing directly over the data in this field.

e) Unit of measurement is based on the asset type. You can select options from the drop down, but changes here will not change the unit of measure in SAMMS or FBMS because those fields are contingent on the asset type.

f) Once station personnel have verified that the asset’s code, name, and dimensions are correct, click the radio button “I have verified the asset code, size, and presence of the asset.” You will not be allowed to export any changes back to SAMMS until you have done so. (One exception: The asset is no longer present. See item “g”.)

g) If the station representative informs you that the asset is no longer present, click the radio button to select the statement “The asset is no longer present.” A pop-up screen will appear prompting you to enter what happened to the asset. Enter the reason in the text field provided (for example, “Destroyed by flood, August 2017”) and click OK. The info you type in will populate the “Notes” section of the inspection sheet, as well as the Certificate of Unserviceable Property that you will print later.

h) If the asset under review is a “parent” record that was created in order to collect assets of a similar type (such as all gravel roads at a station), all of the existing “sub-assets” (the individual gravel roads) will need to be realigned as stand-alone records and the parent record administratively removed. The realignment of sub-assets must take place first. (Refer to item 2 on page 8 of this guidance, “Realigning Sub-Assets as Stand-Alone Assets.”) When the sub-assets have been realigned, return to the parent asset and check the box preceding “Administrative Removal?”. This triggers SAMI to populate the necessary forms to process the removal.

i) FWS is realigning its real property inventory to reflect how assets are managed on the ground. As part of this effort, certain assets that are presently “stand-alone” are to be re-classified as components of other assets. Cattle guards, crossings, culverts, drainage ditches, gates and signs should be realigned to be components of a road, where they are contributing elements of that road. Culverts, drainage ditches, fences, gates, kiosks and signs should be realigned to be components of a parking lot, where they exist because of that existing parking lot. A list of primary assets and authorized components is available through the SAMI tool bar button Authorized Components. (Roads and parking lots appear on pages 10 – 12 of the component document.)

You will click the button Realign Component? in order for SAMI to populate the necessary paperwork to process the change. Refer to instructions on page 11 of this document.

j) All of the existing, active work orders for the asset you are examining will appear under the section labeled “Work Orders”. Clicking anywhere on a row with a work order number will open a pop-up screen containing that work order’s description. The RTC should review the contents of any existing work orders with the station manager to determine if the work orders are still needed and/or valid.

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The “Notes” section of the inspection sheet populates as you take actions on the record.

k) The first entry under “Notes” displays the amount currently recorded for the asset’s Current Replacement Value (CRV), which is very likely NOT correct, despite the impression given by the date displayed. (SAMMS will update the number representing the CRV each year to account for inflation, but this is NO REFLECTION on the veracity of the base value that was entered for it who-knows-when.) As part of the asset record update and review, the RTC is responsible for updating the asset’s CRV. This is accomplished through SAMI’s CRV module, not on this screen. Updating the CRV is one of the last steps of a comprehensive condition assessment, and is addressed in User Guide TC-11, “Calculating the CRV of Roads and Parking Lots.”

The “Description” section of the inspection sheet contains numerous data elements that require your verification. If you need to enter or change the information listed for any element, double-click on the line of data. A pop-up screen will appear that allows you to edit that data element.

l) Enter the FHWA Route ID number. If the road you are reviewing is a “parent”, you may see here the various route numbers that have been lumped under this record that need to be split out (realigned) as stand-alone assets. An asset record may be set up to cover numerous routes and they may not appear on this line, but the record will still require correction. Whenever there are sub-assets, you will need go to each of the sub-asset records and realign them as stand-alone assets.

m) Verify or enter the FHWA classification. (It may be blank for parking lots.)

n) Verify or enter the FWS Tier level.

o) Verify that the surface type entered is correct.

p) Enter or verify the length (in miles) and number of lanes. If you have the average width, please enter it for asphalt roads. Width is not necessary for other types of roads (native soil or gravel).

q) Enter or verify the geo coordinates.

r) Surface condition will not be entered here. Condition will be entered via the information received from FLH, via a spreadsheet that will be uploaded as an inspection work order into SAMMS.

s) Enter or verify (yes or no) the public access for this asset.

t) Verify the construction date (to the best of knowledge of the station personnel present).

2. Updating records where a “parent” asset exists: Realigning sub-assets as stand-alone assets. A single record needs to exist in the Real Property Inventory for each FHWA route number. Where route numbers were lumped under a parent by type (all public gravel roads at a station, for instance), you will need to realign each sub-asset as a stand-alone asset. Then you will administratively dispose of the no longer needed parent asset. (Refer to User Guide FM-03, Scenario 8, “Administrative Removal.”)

All changes that involve realigning sub-assets as stand-alone assets must utilize SAMI to create an audit trail in SAMMS and generate an ABZON Realign Memo and ABZON form. Sub-assets are no longer an approved type of asset record. During the inspection process, all sub-assets must be converted to components or stand-alone assets. No new sub-assets may be created. No sub-assets should remain after a station has been inspected.

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Most sub-assets were stand-alone assets before FBMS was implemented.1 When an asset record was converted to a sub-asset, the sub-asset retained the same 8-digit number it had in the RPI. (The number in the RPI was simply decommissioned.) The process outlined below reactivates the decommissioned SAMMS asset record. However, as there is currently no matching FBMS record, DFM must create new one. SAMI will generate the ABZON form for you to submit to DFM through your regional Finance office to begin this process. On the station’s RPI Summary page, sub-assets appear in red and prefaced by an asterisk in the “Incomplete” section of the RPI Summary screen, directly below the primary asset. To realign a sub-asset as a stand-alone asset:

a) Double-click the sub-asset. The RPI Inspection Sheet will appear. b) In the upper right corner of the screen, next to the word “Realign”, you will see two options:

Component and Standalone. Click Standalone. c) A section titled “Components” will appear lower on the page, with buttons identifying the

potential components for this type of asset. If you have no components, don’t worry. d) In the section titled “Description” complete and/or verify the necessary data elements. e) Click the radio button at the top of the screen, “I have verified the asset code, size, and presence

of this asset.” This is required before the system will allow you to use the Complete button. i. If you click Back to Summary instead of Complete, the record will remain in the

“Incomplete” section of the summary page, only now in orange font. The data will not export back to SAMMS or populate the necessary forms because the process is incomplete.

ii. To complete the process, double-click the sub-asset to return to it. Verify that any edits you made are still there. You may need to re-initiate them.

iii. Click the button, “I have verified the asset code…”

f) Click Complete to return to the Station RPI Summary page. The asset will appear in the “Complete” section, only now in orange font to indicate that it has been realigned. Its RPI number will still be prefaced with a caret, indicating that it was a sub-asset.

g) When you have finished all realignments at the station, click Reports. A pop-up menu will appear. i. Mouse over Realignment. Another menu will appear.

ii. Click ABZON Realign Memo. A memo will appear, from you to DFM, with the subject line “REAL PROPERTY ASSETS REQUIRING ADMINISTRATIVE REALIGNMENT TO A STAND-ALONE ASSET.” The memo contains table showing the sub-assets you have realigned to become new stand-alone assets.

iii. Save this memo as a pdf and include your electronic signature.

iv. Provide a copy of the memo to the station manager.

v. Submit the memo to DFM through your BFO with the ABZON form that you will generate next.

h) Click Reports again.

i. Mouse over Realignment again. ii. This time when the menu appears, click ABZON.

iii. SAMI will generate an Excel workbook. The page with the tab labeled “ABZON Form”

1 If the sub-asset did not exist in the RPI prior to FBMS, its 8-digit number will begin with a “2” rather than a “1”.

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contains the “Real Property Work Order, WBS, and Asset Shell Request” form (referred to as the ABZON).

iv. Notice that column G, “MaximoID (RPI#)” is populated with the sub-asset number to be reactivated as a stand-alone asset number. Its asset description and asset code appear in columns J and K. Most other columns are blacked out because they are not applicable. Because this record previously belonged to an asset, column AC contains the acquisition date, which is already in SAMMS. Column AF contains an auto-generated note identifying the asset number that this asset was realigned from.

v. Save the form and send it, along with the “REAL PROPERTY ASSETS REQUIRING ADMINISTRATIVE REALIGNMENT AS A STAND-ALONE ASSET” memo, to your BFO with a cc to your AMC. The AMC needs to update the station’s annual O&M work orders settlement rules to settle costs to the new assets.

vi. You or your AMC (depending on your region’s procedures) must email the RPI Realignment Memo to the HQ Disposal Coordinator at [email protected]. The Disposal Coordinator will attach the memo to the FBMS building record for the former primary asset and to the new building record to document the realignment in FBMS.

i) When you are done with the station’s data, make sure you are connected to the network, then click Export. The data will be sent back to SAMMS and overwrite what was previously there. The status of the reactivated asset will change to NOT READY, and the status of the realigned sub-asset will change to PENDING. (“Pending” means “pending administrative removal.”)

j) Check SAMMS next day to make sure that all the old sub-assets were decommissioned. Email the SAMMS Help Desk at [email protected] if you find anything amiss.

k) When you receive an email back from the HQ Disposal Coordinator, download the station back into SAMI from SAMMS.

l) Calculate the CRVs for the old asset and the new asset. You can recalculate the CRV for the old asset right away. You cannot calculate the new asset’s CRV until the new FBMS building record is released to SAMMS, but you should calculate it before the new SAMMS record’s status is changed to Operating.

m) When DFM has created the new asset record, they will send a reply to everyone on the email they received with the ABZON request form. You or your regional AMC can then complete and release the FBMS building record and complete it in SAMMS.2 The AMC will also need to add the new asset to work order settlement rules for the station’s O&M work orders.

n) When releasing the new “building” record in FBMS: In the field titled “Maximo ID” be sure to enter the reactivated RPI asset number prefaced by an F. This ensures that the interface will correctly populate the FBMS property ID field and match up to the reactivated asset in SAMMS. If you leave Maximo ID blank, the interface will create a duplicate record in SAMMS instead of matching the new FBMS record with the existing realigned sub.

o) Part of the condition assessment process is closing or canceling work orders from previous inspections and creating new DM work orders.3 Therefore no old DM work orders should remain to be reassigned to the new asset. However, you will need to check SAMMS for other work order

2 Refer to User Guide, “Completing New FBMS Building and Maximo Location Records” at https://inside.fws.gov/index.cfm/go/post/FBMS-BP_RP?. 3 Refer to User Guide FM-02 “Canceling DM Work Orders as Part of the CCA” at

https://www.fws.gov/facilities/manuals-policies.htm

mailto:[email protected]


https://inside.fws.gov/index.cfm/go/post/FBMS-BP_RP?.


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types that may exist for the asset, as these may require adjustment.

Since no physical disposal of an asset takes place, use of the “Certificate of Unserviceable Real Property” is not appropriate. If a parent record has no purpose once all of its sub-assets are realigned, follow the steps in User Guide FM-03, Scenario 8 for Administrative Removal.

3. Updating records where a road is lumped with a levee: Splitting an asset. Refer to User Guide FM-03, page 4, Scenario 2, “Splitting an Asset.”

4. Updating records where an asset exists because of a road or parking lot: Realigning a stand-alone asset as a component. This applies to RPI records for signs, kiosks, gates, culverts, etc. (see item 1(i), above) which depend on a road or parking lot to make their existence meaningful. These stand-alone asset records are to be realigned as components of the road or parking lot to which they belong. Refer to User Guide FM-03, page 6, Scenario 3, “Realigning a Stand-Alone as a Component.”

5. Updating records where a sub-asset needs to be realigned as a component. This applies to signs, kiosks, gates, culverts, etc. (see item 1(i), above) that were already lumped as sub-assets under a road or parking lot. These sub-assets are to be simply realigned as components. An example follows:

a) We’re looking at a station’s RPI Summary Page and see that the entrance road has a sign as a sub-asset:

b) Click on the row for the sign to go to the RPI Inspection sheet for it.

c) On the RPI Inspection Sheet, click in the circle after Realign and before Component (see below).

d) A pop-up appears, prompting you to select the asset to which the component should be aligned. A default has already been selected (the asset to which it is currently assigned as a sub-component).

This is correct, so click OK. (If you needed to assign it to something else, you’d click the down arrow to see your potential selections.)

e) You will be returned to the RPI Inspection Sheet page for the signs, where you have the opportunity to update any of the data fields under the “Description” section.

f) When you are done, click “I have verified the asset code, size, and presence of the asset.”

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g) Then click the Complete button. You will be returned to the station’s RPI Summary Page.

h) When you have finished updating the station’s assets, click Reports. A pop-up menu will appear.

i. Mouse over Realignment. Another menu will appear.

ii. Click Non-ABZON Realign Memo. A memo will appear, from you to DFM, with the subject line “REAL PROPERTY ASSETS REQUIRING ADMINISTRATIVE REALIGNMENT WITHOUT CREATING OR DELETING A REAL PROPERTY RECORD.” The memo contains a table showing the sub-assets you have realigned to become components of a stand-alone asset.

iii. Save this memo. Email it to the HQ Disposal Coordinator at [email protected]. The coordinator will attach the memo to the asset’s building record in FBMS. (This is required because the scope of the record has been changed, necessitating an audit trail. If more than one record is affected…that is, if the sub-asset has been realigned as a component of a different asset…both the gaining and losing building record will receive a copy of the memo.) Copy your BFO, AMC and DFM on your email.

i) Make sure you are connected to the network, then click Export. The data will be sent back to SAMMS and will overwrite what was previously there. Do not postpone this step.

j) Check SAMMS the next day to make sure that all component records were created and that all the sub-assets were decommissioned. Email the SAMMS Help Desk at [email protected] if you find something amiss.

k) Realignment and the conversion of sub-assets generally occurs during a comprehensive inspection. Part of that process is canceling work orders from previous inspections and creating new DM work orders.4 Therefore, no DM work orders should need to be reassigned from an asset that has been realigned. Any new or existing DM documented during the assessment will be assigned to the asset as it exists following realignment.

V. Creating a New Asset Record Policy requires that all real property assets valued at $5,000 or above be recorded in a station’s Real Property Inventory. Annual review and certification of a station’s inventory is required of station managers. Any assets discovered not to be on the inventory at that time should be added by the station. Directions for station managers on adding new assets to their RPI can be found in User Guide SM-04, “Acquisition of New Real Property – Required Documentation.” Managers should report the costs for construction of a new asset on a work order created by the AMC or RTC specifically for that asset before construction begins. This topic is addressed in User Guide SM-03 “When Is a Real Property Work Order Required and How Do I Get One?” If, despite everyone’s best intentions, an undocumented asset is discovered during a pre-inspection asset review, The RTC should facilitate the submission of the paperwork that will begin the process of RPI record creation, using SAMI to generate:

● the ABZON form to request the creation of an asset record “shell” from DFM;

● the “Construction Date and Acquisition Date Attestation” to be signed by station management, required by DFM for the creation of the asset shell;

4 Refer to User Guide FM-02 “Canceling DM Work Orders as Part of the CCA” at





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● the “RPI Addition Form” which contains the information the RTC or regional facilities office needs to complete required record fields in FBMS and SAMMS; and

● the “Replacement Cost Certification” form that the RTC will complete and submit to the BFO, once the RTC has calculated the new asset’s CRV.

If the asset is less than five years old, station management must also provide the BFO with a “Statement of Project Completion” and cost summary. Neither of these forms resides in SAMI. Station managers should address questions to the regional AMC, Finance, or their Engineering Division. Only when all forms are received and processed by their respective parties can the asset record be finalized.

For “newly discovered” assets found during a CCA, the RTC should take the following steps: a) At the top of the Station RPI Summary page, click on Newly Discovered.

b) A small pop-up appears, prompting you to choose Building or Structure. Mouse over Structure. c) Another, much longer pop-up appears, listing all of the potential asset types belonging to the

category you have selected. Click on the appropriate asset type. (If you are uncertain, click FWS Approved Assets at the top of the page to review the guidance.)

d) An RPI Inspection Sheet appears. Following the guidance on naming conventions, fill in the remaining short description (asset title/name).

e) Enter all other required data elements under the “Description” section. f) Click Complete. You will be returned to the Station RPI Summary Page. The new asset will appear in

blue under the “Complete” section.

g) Before you complete the webex with the station: i. Click Reports. A pop-menu appears.

ii. Mouse over New Assets. Another menu appears. iii. Click on RPI Addition Form. A fillable pdf file will open with the “FWS Real Property Inventory

(RPI) Addition Form.” It will already be populated with the information you entered from the asset’s inspection sheet. (If you created more than one new asset, more than one pdf will be generated.) Review the RPI Addition form(s) with the station manager, and fill in any missing information.

iv. Again, click on Reports and mouse over New Assets. This time, select Const & Acq Attestation. This will generate a pdf of the “Construction Date and Acquisition Date Attestation” form which requires the station manager’s signature. The signature can be accomplished electronically.

v. Click on Reports and mouse over New Assets a third time. This time, click on ABZON. SAMI will open Excel and generate the ABZON spreadsheet.

vi. Email the “Construction Date and Acquisition Date Attestation” form to the station manager for his or her electronic signature. You will need this form to accompany the ABZON form that you send to DFM through your BFO; you may wish to remind the manager of this in your email. NOTE: The Attestation form applies only to constructed assets over five years in age. If the asset was constructed within the last five years, the station manager will need to complete a “Statement of Project Completion” as well as a cost summary for the construction or purchase price of the asset. DFM will not create the asset shell without these forms.

h) After the webex:

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i. Calculate the CRV of the new asset.

ii. Based on the construction year of the asset, complete a “Replacement Cost Certification.” 1) In SAMI, return to the Station RPI Summary page.

2) Click on Reports and mouse over New Assets and then Replacement Cost Certs. 3) Click on the appropriate form (More than Half Its Useful Life Remaining, Less than

Half, or Fully Depreciated). 4) The cert will generate and auto-fill most fields. 5) Enter the replacement cost you have calculated, the asset number, and your name

and title. 6) Digitally sign the pdf and save it.

i) Email the ABZON, the Construction Date & Acquisition Date Attestation form (signed by the station manager), and your Replacement Cost Certification to your BFO, who will send it to DFM. Cc your AMC.

j) When DFM has created the new asset record shell, they will send a reply to everyone who was on the email that they received with the ABZON request form. You or your regional AMC can then release the FBMS building record and complete it in SAMMS. (The AMC will also need to adjust the station’s annual O&M work order(s) so that costs settle to the new asset.)

VI. Recording the Physical Disposal of an Asset and Removing It from the Inventory Actual physical disposal of an asset is documented using a “Certificate of Unserviceable Real Property.” This form documents the end-of-lifecycle management of a real property asset. When a record is closed out, an electronic copy of the fully completed and signed certificate is attached by the HQ Disposal Coordinator to the asset’s “building record” in FBMS to provide auditable evidence of physical accountability. Station management’s decision-making regarding disposal, as well as the actual disposal date, should be documented on the form. The full purpose of the “Certificate of Unserviceable Property” is realized when the station uses it to obtain higher-level authority to dispose of property before the disposal takes place. Sometimes however, such as when property is destroyed during a natural disaster, it is not possible to obtain such prior approval. Nevertheless, the “Certificate of Unserviceable Property” is used to document the disposal – preferably obtaining clearance beforehand, but nonetheless verifying details of the disposal afterwards. Station managers are required to annually review and certify the correctness of their real property inventory. Any assets discovered on their inventory during this review that no longer exist on the ground should be reported to their regional facilities office using the “Certificate of Unserviceable Real Property.” Directions for station managers on the use of the form can be found in User Guide SM-05, “Disposal Process for Real Property Assets” which is posted to the web at: https://www.fws.gov/refuges/facilities/manuals-policies.html. When an RTC is informed that an asset listed on the inventory no longer exists on the ground, he or she should assist the station in starting the paperwork to remove that asset from the station’s RPI. SAMI will generate the Certificate of Unserviceable Property and populate many of the fields on the form. This begins the process to remove the asset from the inventory. The form must still pass through the station’s supervisory chain and return, fully signed, to the regional facility office. The RTC should share a copy of the form with the AMC and the regional Budget and Finance Office, and email it to the HQ Facilities Disposal Coordinator at [email protected]. Only at this last stop is the record decommissioned in the inventory.



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The following steps outline how to use SAMI to record the absence of an asset at a station, when an RPI record still appears on the station’s inventory after the asset has been disposed:

a) From the Station RPI Summary page, double-click the asset record for which physical disposal needs to be documented. The RPI Inspection Sheet for the asset will appear.

b) In the upper right corner of the page, click the box titled “Unserviceable Asset.” A line of text will appear in the “Notes” section stating “Asset is no longer on site. Station to submit completed Certificate of Unserviceable Property within two weeks of inspection debrief.”

c) Click the box at the top of the page that states “The asset is no longer present.” d) A pop-up appears prompting “What happened to the asset?” Enter the answer and click OK. (What

you have entered will appear in the “Notes” section of the RPI Inspection Sheet for the asset, as well as in the “Statement of Circumstances” section of the Certificate of Unserviceable Property.

e) Click Complete. You will return to the Station RPI Summary page. The asset now appears in the “Completed” section, in purple.

f) When you have finished updating asset records, make sure you are connected to the SAMMS server, then click Export. The data will be sent back to SAMMS and overwrite what was previously there.

g) Click Reports. A drop-down menu will appear. i. Mouse over Realignment. Another menu will appear.

ii. Click Certificate of Unserviceable Property. The form will appear as a fillable pdf, populated with the station’s and asset’s information.

iii. Email the form to the station manager for his/her electronic signature. (There is no need for them to physically print and sign the form.)

iv. Cc your AMC as a heads up to change the station’s O&M settlement rules in FBMS. h) Set a “tickler date” in your own calendar to follow up if the form has not been returned to you

within two weeks. i) You must check that the asset has no open work orders in SAMMS. Open work orders will prevent

the record from being decommissioned in the RPI. j) When the fully completed form is returned, email it to the HQ Facilities Disposal Coordinator

[email protected] with a cc to your AMC and BFO. i. Your AMC will need to adjust the station’s O&M work order settlement rules.

ii. The BFO will need to make a note in the financial records. iii. The HQ Facilities Disposal Coordinator will attach a copy of the “Certificate of

Unserviceable Property” to the asset record in FBMS and decommission the record.


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VII. Exporting Updated Data Back to SAMMS/Maximo

1. From the “Station RPI Summary” screen, click on the Export button. A small pop-up menu appears.

2. Click on Export to SAMMS. A pop up screen titled “Export to SAMMS” appears. In this window, all the assets you have completed for the station will be listed. At the bottom of the screen are three buttons.

3. Click on Export Data Cleanup to SAMMS. This will send the data from the asset updates you’ve completed back to the SAMMS database. (A pop-up will appear, warning you that the data cleanup option does not update the CCA date, and are you sure. Click OK. The CCA date will be updated after the on-the-ground inspection.)

4. Another pop-up should appear, advising you that your export was successful. Within this pop-up, click OK.

5. You will be returned to the “Export to SAMMS” pop-up. Click the Close button.

6. Exporting will not delete the station data from your computer. If you export to SAMMS a second time, you will overwrite in SAMMS the data you previously sent.

4. You should export to SAMMS as soon as your data review is complete. Delaying the export can cause issues with the realignment of assets.

3. All data exports to SAMMS are marked with your username and the date. This creates a record of who changed the data.

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VIII. Tips

1. Your most important asset in the SAMI application is your data. Backup your data regularly.

a. All your SAMI Data is located in your Documents/SamiData folder.

b. Documents/SamiData is a folder that is managed by SAMI. Do not add folders or files to this folder unless you know what you are doing. Do not edit the <StationName>.json files unless you know what you are doing.

2. Importing from SAMMS overwrites the existing station data on your local machine. If you want to preserve and merge your work, make sure you export the station data to SAMI or SAMMS before you make any other downloads to SAMI from the same station.

3. Reports. Clicking on the “Reports” button activates a pop-up menu. Choosing one of the options on the pop-up, “Station,” “Inspection/Work Orders,” or “Disposals” will activate another pop-up listing the reports specific for the option you have chosen.

a. Station report options are “Asset Report,” “Asset Report w/DM,” “FRPP” and “Station Portfolio w/DM.”

i. “Asset Report” produces an Excel spreadsheet list of station assets with a very limited set of

fields for each asset: region, org code, FBMS builidng number, RPI number, asset title (short description), asset type, and Current Replacement Value.

ii. “Asset Report w/DM” is the Station Portfolio w/DM report (described in item iv below) but in MS Excel format. Each asset takes several rows of information, so as a result the report does not sort well.

iii. “FRPP” produces an Excel spreadsheet of a station’s assets, including any sub-assets and components, along with the database values for critical attributes of each asset that are required to be certified for FRPP reporting.

iv. “Station Portfolio w/DM” has assets grouped by type, then identifeid by RPI number, FBMS building number, construction date, construction material, API, operating status, size, unit of measurement, road class, road tier, and old and new short descriptions. This report also provides for each asset the work order numbers and titles of any DM work orders in waiting approval status. Any new assets you have added will appear on this report, as well.

4. Be careful not to accidentally delete data!

a. On the SAMI Home page there is an “X” icon following the station name. Clicking it will cause SAMI to delete your entire Documents/<StationName> folder. If you delete the station folder without first backing it up, you will lose all your station data, including estimates and any other data that has been imported to your computer.

b. Backup your station using “Export to SAMI” before you merge from another SAMI user, just in case you want to get back to your original data.

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5. Your Documents/SamiData folder can be copied to another computer and it will work fine, as long as SAMI has been installed on the other computer.

6. SAMI can be installed on any computer using \\ifw9anrs-appsrv\SAMI\Sami_Software_Production\Silent_Install.bat

CHANGES TO THE FISH AND WILDLIFE SERVICE ROAD INVENTORY REPORT

Neosho NFH

Routes added to previous inventory*:

Rte # Rte Name Reason for Addition

400 Shop Road Administrative

401 Raceway Road Administrative

402 Endangered Species Building Access Road Administrative

800 Garage Parking Administrative

801 Shop Parking Administrative

802 Administrative Parking Administrative

803 Picnic Area Parking Administrative

804 Raceway Parking Administrative

805 Employee Parking Administrative

Routes removed from previous inventory:

Rte # Rte Name Reason for Removal

Routes modified from previous inventory:

Rte # Rte Name Type of Modification Description of Modification

900 Visitor Center Parking Geometry changed Parking lot now has two entrances

Comments:

* All Administrative Routes (FC IV & V) are new to the inventory and are not included in this list.

4c - 1Report Generated: 01/13/2010

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