User Guide AM-13: Releasing Assets Under Construction (AUC) … · 2017-09-15 · User Guide AM-13: Releasing Assets Under Construction (AUC) Records. Page . 2. of . 16. NOTE: Prior

User Guide AM-13: Releasing Assets Under Construction (AUC) Records

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Overview: An asset shell must be created by the Division of Financial Management (DFM) when funding for design and/or construction of a project has been approved, or before any force account projects to construct an asset commence at the field station level. All construction work must be documented on a work order, and before any work orders can be approved for the construction and/or design of the asset. The building record must be released in FBMS and interfaced with MAXIMO, so that a location record can be generated.

Regional Asset Managers are required to populate the Building record for proper interface with MAXIMO. The Maximo location record has to exist, and the location record type must be properly updated, before work orders can be approved for the building. FBMS Buildings and MAXIMO RPI Location records include both building and non-building structures. AUC records apply to all Real Property Assets, both capitalized (> $75,000) and non-capitalized (< $75,000) per DFM standards.

How to release building records in FBMS and MAXIMO

1. The request from the regional program must be submitted using the Division of Financial Management (DFM) Technical Bulletin, RP-01: Real Property Work Order WBS Update Form Instructions. DFM will return the Real Property Work Order WBS and Asset Shell request form to the region, to include a screen shot of the Assignments Tab showing the Business Entity and newly created Building number. All Building/Structure records will start with a “2”. See example.

2. Log in to FBMS and follow path: Property>Real Property>Process Building

A. Enter in the following information as received from DFM: Business Entity (BE) & Building

Number (BU).

B. Then click the green check mark.

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

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


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NOTE: Prior to releasing the record, validate that the User Status= AUC; if it is not in AUC status and should be, contact DFM prior to releasing the building to correct. Corrections after a record is released can be difficult.

3. Switch between Display and Change mode for the selected Building by selecting the ; this icon is the toggle button that changes between Display <-> Change modes.

4. General Data tab: Identification and Building sections:

A. Validate that the Business Entity number and Name of BU identified are correct for this Real Property Building/Structure record.

B. If either the Business Entity number or the Name of BU is incorrect, contact DFM immediately to get corrected prior to any further action in the building record. Correcting a Business Entity after releasing a record is time consuming and causes other data base issues!

C. Update the Name of BU to ensure accuracy and correct identification. This description will go to Maximo once interfaced and to the asset shell 5* record that is used by DFM.

NOTE: Land records may have the same exact name, but will have a different Business Entity. Ensure that the correct BE has been assigned prior to releasing the record.

*It is highly recommended that all available information be entered to help facilitate completion of the record when the project is complete. In addition, some information will interface to Maximo during the initial creation, but will not interface in the future from FBMS (e.g., CRV or DOI Asset Code).


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**Data requirements for all entries are listed below.

5. DOI Identification Section:

A. Legacy ID: This box should not be filled in for new records. It is used for all records that were converted during FBMS D6 conversion identifying the original Maximo Number. This value does NOT have the “F” at the beginning—this is FBMS doctrine, and should not be changed.

B. Maximo ID: This box will be automatically filled in once the interface has properly occurred and a new Maximo location number has been created. If a Maximo location number already exists (e.g., A realignment of an asset from a sub-asset to a stand-alone asset), enter the existing Maximo location number preceded with an F (for FWS) to facilitate a match with the existing location record in Maximo. If there is a match between FBMS and Maximo, but the property ID or other values differ, the record will be flagged for manual review and update.

C. Maximo Relevant: By default, this box is blank. For FWS Real Property records this is always “Y”. When this box is checked, and the record is released, an RPI Location record will be created in Maximo and the changes will be automatically synchronized between the two systems. If it is not checked, no Maximo RPI Location record will be created and work orders cannot be processed.

NOTE: If a Maximo location record already exists, enter the Maximo number in the Maximo ID preceded with an “F”, and enter a “Y” into this block. This will ensure proper interface with the correct Maximo location record.

6. Location and Coordinates Section:

A. Begin Latitude and Begin Longitude must be entered prior to entering the Installation Ind. Data. Enter the Begin Latitude starting with the (+/-) sign as appropriate and the Begin Longitude in the decimal format, starting with the (+/-) sign as appropriate

B. Begin Latitude must be in the format +11.123456 or -11.123456

C. Begin Longitude must in the format +111.123456 or -111.123456

NOTE: If the format is incorrect, a message will come up and other tabs can’t be accessed to enter data until corrected.

*The End Latitude and End Longitude are optional, but should be entered for linear assets (e.g., roads, trails, dikes, canals, ditches, and fences) that do not form a loop. The Geo Location Code will update once the address has been entered.


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7. DOI Identification Section:

A. Installation Ind.: This field is required for all FRPP relevant assets. There are two ways to find this data. First, search in Maximo for another asset in the same state and county. Installation Ind. is based on state and county. Field stations located in several states or spread across multiple counties in a state will have several installation/sub-installation IDs. Checking the Installation Ind. box is required to enter any other Installation information.

B. Installation ID: This is the first 5 characters of the derived 7 character “GSA Number” assigned in Realty, which can be found in #22 - RPI Site Number field in the location tab in Maximo.

C. Sub-Installation ID: This is the last 2 characters of the derived 7 character “GSA Number” assigned in Realty.

D. Installation Indicator information can be located using one of two methods:

1. First method is clicking on the search radio button to the end of the Installation ID box; all available Installation ID’s for that BE will be listed; click on the correct one. Click the green check mark, which will then auto-populate the required fields.

2. Second method is in Maximo. Log In to Maximo, then click in the Go To section.

A search can be done using the Station Name, County, City, State or Org. Code. Click on the appropriate county for the record you are updating.


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E. Installation Identifier and Sub-Installation Identifier will be shown.

NOTE: If you cannot find an installation ID that fits where the asset is located, then you need to request a new Installation ID from Division of Realty. In addition, the Corporate Master Table Latitude and Longitude are available for input if specific asset information is not available. However, these coordinates are used for asset mapping and asset reporting, so contact the field station for accurate coordinates as soon as possible after the record is released.

8. DOI Indicators Section:

A. FRPP Indicator: This field cannot be updated while an asset is in AUC status. Updating to a “Y” can only occur after DFM has updated the status to Active (A). A building will become FRPP relevant when the status is changed to “A” and FWS owns the building or operates it under an agreement with a State. If a building/structure is still under construction, or has not been accepted by the service for use, FRPP relevant remains “N” (No) or blank; this must be updated when the building has been completed. This includes outgrants, which are owned by FWS, but operated by another using organization. We do not report Service-Managed but Not Service-Owned (SMNSO) buildings in the FRPP, so they should be identified with “N”, but all State-owned SMNSO are reported in the FRPP. Specific FRPP requirements are updated annually as directed by GAO. All records that have an “N” are still required to have the other FRPP data elements entered due to various requirements for additional DOI/FWS reporting.

B. FA Indicator: For FWS this will always be “N” (No)

C. Heritage Indicator: Check this box if the building has been identified as a Heritage Asset, either National Historic Landmark (NHL), National Register Listed (NRL) or National Register Eligible (NRE); should be consistent with what is identified as the Historical Status in the FRPP Tab. Coordinate with the regional Historic Preservation Officer (HPO) to ensure accuracy.

D. Stewardship Ind.: Check this box if the asset is constructed of earth (e.g., canals, ditches, dikes, trails, levees); this is required for all FWS Stewardship assets.

E. iQMIS: Field remains blank while in AUC status, but should be updated as required to “Y” when the building has received Beneficial Occupancy as per guidance, or at a minimum when changed


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to Active status. A “Y” is mandatory for all housing assets that are required to be interfaced with the iQMIS database. A “Y” is entered for all residence types, including houses, plexes, cabins, bunkhouses, structure’s with apartments, mobile homes used as housing and RV/mobile home pads. Coordination with regional iQMIS personnel is essential to ensure accuracy in both databases.

Note: Interface with the iQMIS database occurs during overnight processing after a “Y” has been entered.

9. Address Section:

A. Click the new address button

B. Enter the following physical address of the asset :

Country: If a territory (Puerto Rico, Guam, etc.) ensure the correct country is chosen;

Region: Identifies state, if a territory (Puerto Rico, Guam, etc.) ensure the correct country is chosen;

Postal Code: Identifies the Zip Code;

City: Where the asset is located;

District: Identifies County;

Object Descript: Optional; and

Street/House number: should NOT be entered.

C. Once the record is saved, FBMS will automatically derive the Geo Locator Code from the County,

State, City and County information; Geo Locator is used in FRPP for GAO Database processing.


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10. Authorization Group Section:

A. Authorization Group to be used for building records is Real Property Maximo Buildings.

B. Click on the Pencil icon, the same screen will show up, click on the pencil again.

C. Highlight the F000_RP_Maximo Buildings, click the green check mark. NO other Authorization

Group should be used for Building records owned by FWS. The appropriate Authorization Group will be entered into the field.

11. Additional Data Tab:

A. Main Usage Type: Same as DOI Asset Type, click on the folder to see all DOI options; however, ensure that the asset code authorized for use by FWS is entered, otherwise proper interface with Maximo will not occur. Click the link for direct access to InsideFWS Real Property Other Resources for a list of valid FWS asset codes.

B. Once selected, click enter or the check button and the name of the asset type chosen will populate.

C. Congressional District Code Section: Required for each record. Click on the “+” to add a row if necessary. If more than one is listed, highlight the one to be removed and click on the “-“ button

12. FRPP Data Tab:

A. This information tab data can be left blank until the asset has been completed; however, it is recommended that all data be entered to prevent delay in updating the asset to FRPP of “Y” upon project completion.

https://inside.fws.gov/media/fbms/Video/FWS%20Approved%20DOI%20Short%20Descriptions%20with%20UOM_2014_03_07.pdf




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NOTE: Although we don't report FRPP data for SMNSOs, we still enter FRPP data. For management and additional DOI/FWS reporting, FWS needs to know measures, mission dependency, FCI, historic criteria, installation (RPI site ID), state, county, CD, current replacement value, and construction completion date (construction year). In addition, Maximo requires most of these fields to be filled in before we can change the record status to OPERATING.

B. All data elements listed below must be filled in when the asset is placed in Active (A) status whether FRPP is Y or N.

a. Outgrant Indicator: Outgrant is defined as an asset where the legal interest equals FWS Owned, FWS Leased or Museum Trust where FWS has conveyed or granted rights to another entity. If any portion of the asset is outgranted, (excluding onsite retail and food outlease), the entry should be “Y”. The percentage is not a consideration. Example, a 5,000 SQFT building with only 1,000 SQFT outgranted, “Y” would be entered for Outgrant Indicator.

b. Reporting Agency: The Federal Agency that owns, leases or manages directly is responsible for reporting the Building to the FRPP inventory database. If FWS, a State, or another non-Federal entity owns the building, enter 1436. If another Federal agency owns it, enter the Bureau Code listed in Appendix E of GSA’s Guidance for the Federal Real Property Profile.

c. Using Organization: The 4-digit Bureau Code for the entity that occupies or uses the building. If FWS operates the Building, enter 1436. If another Federal agency operates it, enter the Bureau Code (e.g., 1411 for Bureau of Land Management). If a Tribe or non-Federal entity uses the building, enter 9999.

d. Asset Priority Index (API): This will be updated automatically from Maximo into FBMS via the interface; however, an initial entry in FBMS is required. Therefore enter in a default of “100” FBMS data entry. In Maximo the sections that will calculate this are Mission Criticality and Substitutability factors located in the location record, on the Real Property Info tab.

e. Condition Index (CI): Enter “100” as a default. This field is required for all FRPP relevant assets. This will automatically be updated via the interface once DM work orders have been created in Maximo, and then the CI will be adjusted based on the actual DM work orders as of September 30th of each year.

f. Facility Cond Index (FCI): Enter “0”. This field is required for all FRPP relevant assets and will automatically be updated via the interface once DM work orders have been created in Maximo. Facility Condition Index is calculated annually based on a snapshot of DM work orders on September 30th, as the ratio of the Building’s DM backlog to its Current Replacement Value (CRV).

g. Utilization: Utilization is captured and maintained as a percent of utilization on a scale of 0% to 100% for four Building types: Office buildings (3510), Warehouses (3541), Housing (3530, 3531), and Laboratory (3574). Select 006 – Utilized for all buildings where utilization is required. FWS will not use the other two codes.

h. Utilization Perc: Not Entered.


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i. Sustainability Code: Required for buildings over 5,000 SQFT. Identifies whether an asset meets required sustainability criteria.

NOTE: Leave this field blank for buildings 5,000 SQFT and smaller and all non-building structures.

j. Historical Status: Each asset with a legal interest of owned or leased is required to have one of

the following historical status attributes. This should be consistent with the entry in the Heritage Indicator field in the General tab and coordinated with the regional Historic Preservation Office:

k. Legal Interest: Used to identify a real property asset as being owned by the Federal Government or otherwise managed by the Federal Government. The only code that should not be used for FWS Real Property building records is W – Withdrawn Land.

C. With all fields entered, the FRPP tab should look similar to the example that follows:

13. Values Tab

A. All fields should be empty except for the Curr. Build. Value, (CRV). Enter the funded dollar amount for this construction project. This will interface with Maximo for CRV. If the amount changes upon completion, updating will be required to be done via SAMI.


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B. The CRV can only interface from FBMS to Maximo upon initial creation of the location record. If no cost is entered, then a CRV update from Maximo will be required using WEB CRV via SAMI to update the CRV in Maximo and FBMS.

C. If the final cost exceeds what has been entered by 10% the CRV update must occur in SAMI to update all databases.

Note: No costs are sent over from the Asset Master Record to the Building Record; it requires manual entry in the Building Record or interfaced from Maximo.

14. Dates Tab

A. No information should be entered until the project is complete and processed through Denver Finance Center.

15. Measurements Tab

A. For AUC records enter in the estimated building size or quantity in the original work order request for the asset code; this will be required to be updated in Maximo upon final processing when the asset is complete. The measurement type is identified by the Asset Code.

B. Clicking on the options button in the Meas Tp (Measurement Type) field, will identify the entire list of measurement choices.

NOTE: The primary unit of measurement of the asset is determined by the DOI Asset Main Usage Type. Click the link for direct access to the list of valid FWS asset codes. https://www.fws.gov/refuges/facilities/pdfs/FWS_Approved_Asset_Codes_and_Short_Descriptions_5-24-17.pdf

https://www.fws.gov/refuges/facilities/pdfs/FWS_Approved_Asset_Codes_and_Short_Descriptions_5-24-17.pdf

https://www.fws.gov/refuges/facilities/pdfs/FWS_Approved_Asset_Codes_and_Short_Descriptions_5-24-17.pdf


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*The primary measurement will be automatically updated as changes happen in Maximo during comprehensive condition assessments, asset updates, etc. If more than one measurement type is entered into FBMS, only the primary measurement type (Size A) will be updated during data interface with Maximo. All other measurements have to be updated manually in FBMS. The one exception is for all Building records (Main Usage Type 35*) asset type; they are required to have personnel occupancy information. Measurement Type Code Z300 (Federal Personnel) and Z301 (Contractor Personnel); this is required in the initial release.

16. Assignments Tab

A. The majority of the information should have been derived from information put in by DFM into the Asset Master Record.

NOTE: Occasionally DFM gets the business entity correct on the General Data tab, but the cost center will be wrong on the Assignments tab. Confirm that the Cost Center is the cost code for the station where the new asset will be located, NOT the cost center for the complex office or some other entity that's paying to construct it (e.g., Engineering or the Regional ARD for the program). If the business entity was correct but the cost center is wrong in the assignment tab, correct the cost center using the below process and notify DFM, so they can confirm the accuracy of their cost center list. Then check the cost center in the asset master record. If it's also wrong, contact DFM to correct the Asset Master Record.

B. If there is no data located under the PS Assignment section, Regions will need to enter the

appropriate WBS for this building record. To update the Cost Centers required, click on Cost Centers instead of PS Assignment, enter new data, and delete the row with the erroneous data.

C. Click on PS Assignment, then on the Assign button


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D. The Assign button will bring up all the Assignment Categories. Hover your mouse over PS Assignment, then WBS Element, and click.

E. Enter the applicable default WBS in the screen that comes up. The WBS should be the default

WBS that will be used to maintain the building at that station, not the WBS for the project that is being funded. Click the green check mark (lower left of screen).

Enter a check in the blank box if the WBS identified is correct and click the green check mark.


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17. Posting Parameters Tab

A. Enter the default Fund code that will be used for this asset. Default funding is used when work orders have not been identified. Only the first three digits are required, the example shows 178, which identifies it as FY17.

B. Click on the refresh button ; this will automatically derive the rest of the financial data.

18. Final FBMS Steps

A. The final process is to release and save this FBMS Building record.

B. Go the General Tab, and scroll down to the bottom of the screen, you will see the Status Display.

C. Click the Green flag to release the record.

D. Any errors will show up at the bottom of the screen. Only those with a red circle have to be

corrected prior to releasing the record.

E. The status will change from CRTE to REL.

F. Click the SAVE icon and this will save the record and allow the interface to MAXIMO to start.

G. Guidance is being written by HQ regarding records in Active (A) status and will be posted when finalized.


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Note: If a problem occurs, ensure the record is in Change Mode, and all red circles identified in the error screen have been corrected.

19. Maximo Process A. The interface between the two systems, FBMS and Maximo, should occur within 15-30 minutes.

Once the back and forth has occurred, the FBMS BU record should reflect the assigned Maximo Location Number.

B. Log in to MAXIMO, and go to the Location Search Screen. Enter the Maximo number, if known, or the Property ID (FBMS), Business Entity and Building Number (e.g., 1000169220000070); this will locate the MAXIMO location record that has been created via the interface.

C. The Maximo record needs to be correctly processed to ensure proper interface of data with FBMS. The data element of *CWIP should show AUC.

D. The section identified as Type has to be changed to “RPI”.

E. Once it has been updated to Type “RPI”, the salmon colored section RPI Site Number must be

completed in order to complete the interface with FBMS and allow work orders to be written.


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F. To complete the RPI site number, click on the arrow to the right, choose Select Value.

G. Click on the County that is applicable to that newly created asset; it will automatically be

entered in the Location Record.

H. At this time, review the cost information that was brought over to ensure accuracy; these should include Cost Center, FBMS Resp. Cost Center, and HQ Cost Center.

I. The CWIP status will remain as AUC and the Status as Not Ready until the project has been completed; the region will be required to update those fields respectively to Complete and Operating status.

J. A review of the Real Property info tab for data entered by FBMS should be reviewed at this time to ensure accuracy.

a. CRV; b. Measurements; and c. FRPP Data.


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K. Save the record by clicking the Save button

L. At this time any required Work Orders can be created or updated using this new location number and processed as required. All work orders to construct this new asset should use the New Location Number.

M. The new Maximo Location Number will automatically be entered into the FBMS Building record preceded by an “F”

User Guide AM-13: Releasing Assets Under Construction (AUC) … · 2017-09-15 · User Guide AM-13: Releasing Assets Under Construction (AUC) Records. Page . 2. of . 16. NOTE: Prior

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