Asset Management - Update

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2009

FIMS / RE
Workshop

DOE O 430.1B, Real Property
Asset Management
-

Update

Monja Vadnais, P.E.

Facilities Engineer

Office of Engineering and Construction Management

U. S. Department of Energy

2009

FIMS / RE

Workshop

O 430.1B, Real Property Asset Management


AKA
-

RPAM



Objective


“Establish a corporate, holistic, and
performance based approach to real property life
-
cycle asset management that links real property
asset planning, programming, budgeting, and
evaluation to program mission projections and
performance outcomes.”



Last full update


24 Sept 03


Minor change in 08 Feb 09


amended the overhead
funding requirement for institutional general plant projects.

June 2, 2009

Memphis, TN

2

2009

FIMS / RE

Workshop

Why Update DOE O 430.1B Now?


DOE Order 430.1B has complied with:


Legislative underpinning


41 CFR 101 and 41 CFR 102 “Federal Real Property
Regulations”


DOE Policy 430.1, “Land and Facility Use Policy”


New requirements since last updated …


Executive Order 13327 “Federal Real Property Asset
Management”


Executive Order 13423 “ Strengthening Federal
Environmental, Energy and Transportation Management”


GAO, High Risk Series


“Federal Real Property”


Excess property; poor condition; inaccurate facility data


June 2, 2009

Memphis, TN

3

2009

FIMS / RE

Workshop

How Does E.O. 13327 Impact RPAM ?


“Federal Real Property Asset Management”


“… to promote the efficient and economical use of
Federal real property resources in accordance with their
value as national assets and in the best interests of the
Nation …”



Established the Federal Real Property Council


Updated/created performance measures and definitions:


“Mission Dependency”


“Operating Cost”


“Sustainability Index”


“Asset Condition Index”


“Utilization Index”





June 2, 2009

Memphis, TN

4

2009

FIMS / RE

Workshop

How Does E.O. 13327 Impact RPAM ?

(Cont.)


Established the Senior Real Property Officer


Improved handling of system obsolescence with
respect to condition reporting


Added Sustainment Modeling as another tool for
calculating maintenance requirements


Allowed for next generation of tools:


Mission Readiness


Facility Quality



etc.




June 2, 2009

Memphis, TN

5

2009

FIMS / RE

Workshop

How Does E.O. 13423 Impact RPAM?


“Strengthening Federal Environmental, Energy
and Transportation Management”


Establish alignment with
DOE O 430.2
:


Sustainability and “greening” in real property maintenance
and operations


Energy and water conservation


Recycled content in building materials


Commissioning and retro
-
commissioning


Integrated design within the life cycle of


real property


Life cycle cost expectations for operations


and maintenance decisions



June 2, 2009

Memphis, TN

6

Did you
know…

Buildings:



Emit over 50% of
all green house
gasses!


Consume 48% of
all

energy!


Use 76% of the
electricity!

2009

FIMS / RE

Workshop

Directives Review Board (DRB)


DRB approved RPAM update: 10 Mar 09


Compliance revisions but NOT complete overhaul


Limited to:


Implement Executive Orders, DOE Orders, and CFR
References


Incorporate Sustainability and Energy requirements not
already addressed in other DOE Orders


Update the Ten Year Site Plan to include Sustainability


Update Performance Goals and Measures


FIMS Validation Requirements


Program Comments as applicable to E.O. and DOE
Orders

June 2, 2009

Memphis, TN

7

2009

FIMS / RE

Workshop

RPAM
-

What Has Changed?


Specifically identifies Executive Orders, Federal
Regulations, DOE Policies, and DOE Orders that
are being implemented and supported.


Applicability:


Per the DOE Order 251.1C, “Departmental Directives
Program”, updated requirements regarding NNSA


Requirements:


“Acquisitions, sustainment, recapitalization, and disposal
must be
balanced

to ensure real property assets are
available, utilized and maintained in a suitable condition to
stimulate the economy, protect people, the
environment

and accomplish DOE missions,
including
cost effective deactivation and decommissioning
.”


June 2, 2009

Memphis, TN

8

2009

FIMS / RE

Workshop

Ten Year Site Plans
-

What Has Changed?


Ten Year Site Plans (TYSP):


Provide an assessment of the progress toward the high
performance goals identified in E.O. 13423


Include lease information as part of the prioritized real
property projects and activities


At sites with multiple PSOs, the TYSP will be coordinated
with all PSOs


Identify the process for prioritizing investment decisions


Disposition Plans


Closure Plans


June 2, 2009

Memphis, TN

9

2009

FIMS / RE

Workshop

Real Estate
-

What Has Changed?


Real Estate:


Real Estate Specialists shall be certified


The results of the utilization survey process are to be
reported in the TYSP


“Until such time as elimination of excess real property is
accomplished, the responsible LPSO/CSO shall also
plan for, fund, and implement surveillance and
maintenance and associated infrastructure support
activities as well as final disposition.”


Specifically identifies the different regulations
and orders that apply to excess property at
defense nuclear sites and non
-
nuclear sites.



June 2, 2009

Memphis, TN

10

2009

FIMS / RE

Workshop

Acquisition
-

What Has Changed?


Acquisition:


All acquisition shall be sustainable to the extent
economical and practical


A new facility constructed under GPP authority, like any
other new construction project, requires appropriate real
estate instruments and reporting.


Deeds


Permits




June 2, 2009

Memphis, TN

11

2009

FIMS / RE

Workshop

Maintenance
-

What Has Changed?


Maintenance:


Now “Sustainability, Integrated Design, Sustainment and
Recapitalization”


Sustainable materials and integrated design to be used


Shutdown facilities must be maintained in a safe and
stable condition


The maintenance program will include cost accounting to
budget and track maintenance expenditures at the asset
level


Assets to be identified in FIMS as


Mission Critical


Mission Dependent


Not
-
Mission Dependent

June 2, 2009

Memphis, TN

12

2009

FIMS / RE

Workshop

Disposition & LTS
-

What Has Changed?


Disposition & Long Term Stewardship (LTS):


Section updated to current requirements and practice


LPSOs/CSOs must annually identify project/program
mission terminations to site/field managers


OECM will screen all unneeded real property to
determine if excess


A mutually approved Agreement is required to transfer an
Asset between Program Offices


Transfers to be consistent with the budget cycle unless
otherwise agreed


Until transfer is complete, the responsible Program Office
is required to maintain the asset in a safe condition and
not incur additional disposition costs


Criteria for facilities, materials, and waste to be
transferred to Environmental Management are identified

June 2, 2009

Memphis, TN

13

2009

FIMS / RE

Workshop

Performance Measures
-

What Has Changed?


Performance Measures & Goals


Asset Utilization Index (AUI)


calculated on a group or
portfolio of assets


AUI improves as excess facilities are eliminated


AUI range and ratings have been removed



(Sum of the Utilized GSF of the asset group)




(Total GSF of the asset group)



Asset Condition Index (ACI) has been removed



Facility Condition Index (FCI) has been replaced with
Condition Index (CI). Method of calculation is unchanged



Deferred Maintenance (DM)


Replacement Plant Value (RPV)


June 2, 2009

Memphis, TN

14

X 100

AUI =


CI = 1
-




2009

FIMS / RE

Workshop

Performance Measures
-

What Has Changed?


Performance Measures & Goals


Maintenance Investment Index (MII)


Used to assess real property asset budgets for their
intended purposes



Annual Maintenance Investment



Replacement Plant Value (RPV)



Annual Operating Cost Index (AOCI)


Annual Operating Cost



Associated GSF


Operating Costs:


Recurring maintenance & repair


Utilities


Janitorial (pest, refuse, recycling)


Roads/grounds (landscaping, snow removal)

June 2, 2009

Memphis, TN

15

MII = 1
-




AOCI =




2009

FIMS / RE

Workshop

What Does the Future Hold?


New E.O. ???
-

“Carbon Footprint”


New E.O. ???


Increased Sustainability &
Energy Reduction requirements


Increased Transparency Requirements


FRPC Standards across the Federal Government


Deferred Maintenance


Plant Value


Per the DRB:


Ultimately this Directive


and DOE O 430.2


will be combined






June 2, 2009

Memphis, TN

16

2009

FIMS / RE

Workshop

RPAM
-

Updated & RevCom is Next


Proposed updates keep it current and forward
looking by:


Capturing the changes in Federal real property policy over
the last five years


Aligning with evolving policies on sustainment and
greening


Demonstrating a continued commitment to facility
stewardship


DOE Order 430.1B is good policy; Programs have
Improved Condition of Real Property Assets


RevCom is next …

June 2, 2009

Memphis, TN

17

2009

FIMS / RE

Workshop

? Questions ?



Monja Vadnais

OECM

Office: (202) 586
-
6199

Email: Monja.Vadnais@HQ.DOE.gov

June 2, 2009

Memphis, TN

18