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Asset Management Reporting System (AMRS)

1. Asset Management Reporting System Format Description Works with the AMRS Viewer Yes No Plain Text File strips out all font changes and formatting leaving a version of the report that can be imported into almost any other program May be useful for including in e mail messages to others Paginated Text Similar to Plain Text but it includes pagination information any page breaks page footers etc Tab separated Text Format provides the data records in the report and it uses tab characters to separate the individual fields within a record Also includes any report header and footer information Tab separated Values Provides only the data records No themselves Fields within each record are separated by tab characters No formatting headers or footers are included This is most likely the format you would use if you wanted to import the results of the report into some other analysis program such as Microsoft Access or wanted to provide the data to a third party for analysis Character separated Values Similar to Tab separated Values but it allows you to designate the character used to separate one field from another unlike Tab separated Values which assumes that the tab character is used to separate the values Figure 29 Report Export Formats 30 July 2006 Asset Management Reporting System APPENDIX B REPORT PARAMETER DEFINITIONS AND EXPLANATIONS The following tables pro
2. Assets and work orders have a hierarchical relationship with Parent having a higher level than Child Park Alpha Code Four digit alpha code for a park Planned Asset Status See Appendix B Asset Status PMIS See Project Management Information System Poor See also Facility Condition Index A facility condition Facility does not meet most maintenance standards and requires frequent repairs rehabilitation to prevent more costly repairs provide a minimal level of operating function and to prevent significant loss of life expectancy See Facility Condition Index FMAR Preventive Maintenance See Appendix B Work Types and Sub Work Types Preventative Maintenance Work Order FMSS A work order generated to initiate a recurring scheduled activity including preventative maintenance recurring maintenance or component renewal on an asset Project Management Information System PMIS The Web based program developed by NPS to track program needs and deferred maintenance throughout the Service Real Property Any interest in land and anything permanently attached to it including structures fixtures and improvements NASA Recapitalization The planned replacement of facility subsystems such as roofs utilities heating ventilation and air conditioning Defensible Recapitalization Recurring Maintenance RM See Appendix B Work Types and Sub Work Types Recurring Maintenance Deferred Maintenan
3. O Use the Crystal Job Server s defaults Set the values to be used at schedule time here From betsy_dodson nps gov betsy_dodson nps gov meckimg indiana edu Subject Asset Report Message This apa be in the body o message laa E Add viewer hyperlink to message body tv Attach report instance to email message File Name Default File Name randomly generated O Specified File Name Add a placeholder for a variable property Add file extension Figure 23 Email Option Window Once this window has opened follow the steps below to email your report output 1 Click on the Set the values to be used button to set email options Enter your email address or the address of the person to whom you want to send the output in both the from and to fields Note that the email address must be in a valid email address in Internet email format e g betsy dodson nps gov Use the cc field to send reports to other recipients Enter the name of the report in the subject line Fill in any text that you want to go in the message body in the Message box Verify that the box labeled Attach report instance to email message is checked to ensure that the report results are actually attached to the message 7 Click on the update button after you have filled in all the fields Ou BR UW The report will be sent to the designated addresses Format Format refers to the file format of the report to be generated Se
4. See also Facility Condition Assessment Survey Periodic inspections of PP amp E to determine their current condition and cost to correct any deficiencies It is desirable that condition assessment surveys be based on generally accepted methods and standards consistently applied Accounting for Property Contractor The supplier of the end item and associated support items to the Government under the terms of a specific contract NASA Corrective Maintenance See Appendix B Work Types and Sub Work Types July 2006 3 Asset Management Reporting System Cost Estimate An educated guess as to what an item costs to repair or replace The estimate is based on previous experience with like assets in similar condition and or developed using a cost estimating program Cost Estimating Software System CESS Timberline Precision Estimating Tool A software program used to assist in determining the cost of repairing identified asset deficiencies Current Replacement Value CRV Standard industry costs and engineering estimates of materials supplies and labor required to replace facility at existing size and functional capability This cost includes current costs for planning design construction and construction management FMAR Cyclic Maintenance Work activities that recur on a periodic cycle of greater than one year Typical projects include re roofing or re painting buildings overhauling engines and refinishin
5. pf Phone System 8510 Each o O pT Systemes LAN 8520 Each O pe Fuel System 5700 Each July 2006 31 Asset Management Reporting System Asset Group Asset Category Asset Code Unit of Measure Solid Waste Recycling System 5800 Cubic Yards MARINE WATERWAY WATERFRONT Dam Levee Dike 6100 Cubic Yards Constructed Waterway 6200 re Marina Waterfront System 6300 LF of shoreline AVIATION RAILROAD UNIQUE ASSETS Not already covered in other Asset Codes Outdoor Sculptures Monuments Memorials Large Interpretive Objects 7100 Each Ruins 7200 Square Feet Fortification 7300 Square Feet J Towers Missile Silos 7400 ra Amphitheaters 7900 Number of Seats FLEET 8999 No Asset Code Available 9999 Figure 30 Asset Codes Aviation System 6400 Square Feet Railroad System 6500 Lineal Feet NO CODE 32 July 2006 Asset Management Reporting System Asset Status Asset status refers to the current functionality of an asset Asset status may be useful in identifying possible management actions to be taken regarding that asset or in inventorying the asset portfolio Review the definitions and examples below for the different asset statuses Asset Status Definition and Examples Definition Asset is occupied and used in support of the park mission and operations or asset is not operational but supports the park mission and operations as a maintained asset Examples e Asset E G
6. Excel to Export Results in Excel Otherwise choose Print By choosing Excel you are instructing AMRS to generate a more stripped down version of the report one which contains all of the data but no extraneous formatting This makes importing into Excel cleaner Function and Use of the Schedule Option Rather than run the report right away you can schedule the report to run sometime in the future Based upon your needs you may choose to run a report once or establish a schedule to run reports at a given time such as every day week or month Once scheduled reports have been generated there are several destinations to which you can automatically send them including your e mail inbox Each of the available options is discussed in the Destination section below 20 July 2006 Asset Management Reporting System To schedule a report select the Schedule option for the report The Schedule window will appear Schedule schedule Condition Assessment Progress Report Customize your options Schedule Schedule time parameters for this report sj Figure 18 Schedule Window Each item in the options drop down menu has default values You should check each item to make sure that the default values are correct After you have concluded making changes to a page be sure to click the page s Update button if one is available To schedule and run a report you will need to perform
7. Function The Search function currently ignores the 18 July 2006 Asset Management Reporting System Jio0 Size This allows you to magnify or reduce the size of the output on the screen Export and Analyze Data Most reports can be exported into PDF format which will maintain the look and feel of the AMRS report This is most useful when you want to review the report but do not need to manipulate the data There are times in which you will want to do your own analysis of the data generated by an AMRS report Microsoft Excel is an excellent tool for data manipulation it allows you to reformat summarize sort filter chart and create formulas from your facilities management data Fortunately it is quite easy to export data from the AMRS Viewer into Excel To begin the process of exporting data simply click the Export icon from the AMRS Viewer This will bring up the Export Options window Export Options Please select an Export format rong 1 Formats j Enter the page range that you would like to Export All Pages From 1 a 3 pe Figure 15 Export Options Window al To complete the exporting process 1 From the Export Options window choose MS Excel 97 2000 Data only or Acrobat Format PDF as the format from the drop down menu 2 Verify that the All for pages to export button is selected 3 Click the OK button to export You will then be prompted to save the exported fil
8. User Manual e Requesting Access to AMRS Assessmenton AMAS Awal gh iy Learning Manager as catalog item MNT2003 User Marne TAE ow NES Domain usemamey Password You WPS Domain pasaword an j Whats New with AMRS Fark users should first go to the Park hlanagement folder to find the most fequenily used reports For data validation repons go to the FSS Audit folder Please contact the Help Desk ifyou have any problems with ihis logon page Figure 1 Log On Screen 1 Enter your NPS Username This is the username you use to log into your computer 2 Enter your NPS Password Again this is the password you use to log into your computer 3 Click the Log On button You should now be successfully logged onto the AMRS July 2006 Asset Management Reporting System NAVIGATION OF THE ASSET MANAGEMENT REPORTING SYSTEM AMRS Once you have logged on you should see the AMRS home page which provides entry to all of the pre defined reports to which you have access Organize Logoff Help Account gmckim G Favorites Folders E All Others FMSS Audit Park Management Reports Regionals WASO Figure 2 Reports in the Park Management Folder To open a folder double click on the folder icon Report Organization and Usage As Figure 2 illustrates reports are divided into four major folders e All Others e FMSS Audit e Park Management e Regional WASO The Park Management Region
9. actions involving each one of the six options that make up the Schedule drop down menu Schedule Database Logon Parameters Destination Format and Print Settings Schedule The Schedule option allows you to specify how frequently you want a report to be generated see Figure 19 below Schedule schedule Condition Assessment Progress Report Customize your options Schedule kd Set the run time parameters for this report kun report Report will ru ist Monday of Month Last Day of Month Day of Nth Week of the Month Calendar Figure 19 Schedule Options Each of the choices will open a different screen Fill out the appropriate fields on the scheduling screen For example selecting Daily will take you to the Daily window July 2006 21 Asset Management Reporting System Schedule Condition Assessment Progress Report Customize your options Schedule v Set the run time parameters for this report Run report Daily Report will run once every N days Days N 1 l Update Start Time 12 41 PM _ 9 21 2004 End Time 12 00 m am m 9 21 2014 Figure 20 Schedule Daily Window Fill out the appropriate fields in the window You can set up a report to run every day or every other day by changing the field Days N When the Days N field is set at 1 the report will run every day If it is set to 2 then it will run every other day When you change the d
10. an Account If you already have access to the FMSS you will automatically be given AMRS access Your NPS username and password will be used to log on this is the same username and password you use to log into your computer If you are not an FMSS user you will need to contact the Facility Management Program FMP HelpDesk to gain access to the system Contact the FMP HelpDesk by email at FMP Help Desk nps gov or by telephone at 303 969 2609 Logging onto the AMRS The AMRS is accessed through your web browser It can only be accessed through the NPS intranet To access the reporting system open your web browser Microsoft Internet Explorer 5 0 or higher and go to the following web address http ofmd2 nps gov fmp fmss Under Access to Other Applications you will see a link to the Asset Management Reporting system Click on this to go to the AMRS login page July 2006 Asset Management Reporting System The following screen will appear MPS Asset Management Reporting System AMRS Logon Microsoft Internet Explorer EJS fed F Fie Ect Yiew Favortes Tools Help ca w o links Wy National Park Service p US Department of the Interior a NPS Asset Management Reporting System AMRS Getting Started with AMRS Welcome to the WPS Asset Management Reporting System AMRS In order to get started using the system most eficienti please consult the following resources Asset Management Reporting System AMRS
11. business task Managerial Accounting Capital Improvements Alterations See Appendix B Work Types and Sub Work Types Capital Improvements New Construction See Appendix B Work Types and Sub Work Types Child Relationship FMSS Assets and work orders have a hierarchical relationship with Child having a subordinate relationship to the Parent Component A building subsystem major item of equipment or of a major facility Component Renewal CR See Appendix B Work Types and Sub Work Types Component Renewal Deferred Maintenance CR DM See Appendix B Work Types and Sub Work Types Condition Assessment The inspection and documentation of the condition of the features of an asset as measured against the applicable maintenance or condition standards It provides the basis for long range maintenance planning as well as annual work plans and budgets ICAP Condition Assessment Annual INCAA The inspection of an asset identifying obvious and apparent deficiencies documenting the condition as measured against the applicable maintenance or condition standards It provides the basis for annual work plans and budgets Develops verifiable deficiency cost estimates determines the asset s Facility Condition Index for a simple measurement of a facility s relative condition at a particular point in time Reviewing the API FCI Relationship assists managers in determining appropriate action The Annual Assessment ide
12. category are major projects that require more than one year to complete Parks and Recreation Report Minor Deficiency FCAS Exists where Standard preventive maintenance practices and conservation methods have not been followed or there is a reduced life expectancy of affected or related materials and or systems or there is a condition with long term impact beyond 5 years National Natural Landmark Asset is designated as a National Natural Landmark The only natural areas program of national scope that identifies and recognizes the best examples of biological and geological features in both public and private ownership Needs Assessment A process to determine that facilities are constructed operated and maintained only when they provide the best protection or preservation of park resources provide essential visitor services support critical operations or functions in the park areas or where absence of those facilities would substantially decrease the ability of the NPS to meet its mission Instructor Manual Not Applicable Asset Status See Appendix B Asset Status Operating Plan A budget plan when approved that is the basis for funding and financial control of obligations costs and disbursements Operational Asset Status See Appendix B Asset Status July 2006 41 Asset Management Reporting System Operational Obsolete Asset Status See Appendix B Asset Status Parent Relationship FMSS
13. maintenance that has been deferred component renewal that has been deferred and immediate personnel hazard life safety repairs divided by the current replacement value for the asset FCI FM sub work types DM RM DM CR DM IPH CRV The following ratings are baseline indicators that will be reviewed and adjusted by asset category as data is evaluated Good lt 100 Assets in good condition are typically maintained with ONPS funds Preventive Maintenance cyclic funds are used to maintain systems or features with a recurrence of more than one year to twenty five years Fair 101 150 Assets in fair condition typically require Preventive Maintenance funds or other special emphasis funds to bring systems or features back to good condition Repair Rehab funds may be used for more expensive complex deferred maintenance items Poor 151 500 Assets in poor condition typically require Repair Rehab funds to bring them in to good condition Line item funds may be used to reduce the more expensive complex deferred maintenance items Serious gt 500 Assets in serious condition Heritage assets Strongly consider stabilization restoration Non heritage assets strongly consider replacement Facilities Management The planning prioritizing organizing controlling reporting evaluation and adjusting of facility use to support NPS activities based upon a customer s facility needs and the Servicewide and Area s
14. to managing physical infrastructure Life Cycle Costing An acquisition or procurement technique which considers operating maintenance and other costs in addition to the acquisition cost of assets Since it results in a forecast of maintenance expense these forecasts may serve as a basis against which to compare actual maintenance expense and estimate deferred maintenance Accounting for Property Life Cycle Costs LCC A form of economic analysis that considers the total cost of owning operating and maintaining a building over its useful life Life cycle costs are the sum of the present value of e Investment costs less salvage values at the end of the study period e Nonfuel operation and maintenance costs e Replacement costs less salvage costs of replaced building systems e Energy costs All life cycle cost analysis of energy related projects should be performed using the energy cost projections and discount rates provided by the National Institute of Standards and Technology in support of Department of Energy responsibilities NASA Life Cycle Planning Means of budgeting for the cost of replacing subsystems based on their expected design life or expected time of failure Defensible Recapitalisation Line ltem Construction LI Includes the reconstruction or replacement of park facilities the preservation of historic and cultural resources and the repair and reconstruction of park roads In general projects fitting this
15. with the NPS planning and compliance procedures Emergency Maintenance See Appendix B Work Types and Sub Work Types Equipment FMSS A piece of rolling stock or a mechanical device used as part of an asset upon which work is performed Examples include a boat a tractor a generator or an HVAC system Student Manual Estimated Cost A calculated anticipated amount as distinguished from an actual outlay based upon related cost experience prevailing wages and prices or anticipated future conditions usually for the purposes of contract negotiation budgetary control or reimbursement NASA Estimated Remaining Life An educated estimate of the number of years before equipment needs to be replaced Based on published data tables and specific field information Excess Asset Status See Appendix B Asset Status Facilities Condition Assessment Survey FCAS See also Condition Assessment surveys Establishes the overall condition of an asset through the development of the asset s 38 July 2006 Asset Management Reporting System replacement cost and the calculation of the total deferred maintenance cost This information is then used to develop the FCI for the asset Facility Condition Index FCI A measure of a facility s relative condition at a particular point in time compared to similar facilities The FCI rating is a ratio of the cost of repair of an asset s deficiencies deferred maintenance recurring
16. 9 FY0S Maintain Alternative Energy System NR INPRG FM 32968 524001 FY0S Maintain Telecommunication System NR APPR FM 33003 524027 FYO5 Maintain Road Shoulder Turnout NR APPR FM 524054 F Y05 Maintain Surfaced Roadway Parking Areas APPR FM 33007 NR 33022 524069 FY0S Maintain Surfaced Trails NR APPR FM 33031 524179 FY0S Maintain Repair Interior Envelope Bldg NR APPR FM 524182 FY0S Maintain Repair Interior Envelope Gtrs NR APPR FM 33033 524184 FYO5 MaintainRepair Exterior Envelope Bldg NR APPR FM 33034 524198 FYOS Maintain Repair Exterior Envelope Gtrs NR APPR FM 33036 524204 FY05 MaintainRepair HY AC Bldg NR APPR FM 33037 524205 FY0S MaintainRepair HVAC Gtrs NR APPR FM y Figure 14 AMRS Viewer Window The menu bar at the top of the AMRS Viewer window contains a series of buttons that allow you to move around the report and print or export the report to a variety of formats E July 2006 Group Tree Clicking this button turns the group tree on or off The group tree allows you to navigate quickly to a particular group of data In this example the group tree shows all the locations that are in the report In the window above the group tree is on the left side of the report Clicking on a location number will move you to the page with that location data Turning off the group tree allows the user to see more data fields without having to scroll across Export Clicking this button allows you to send the output to a file using a
17. Code Just as employees have their own FMSS labor code supervisors also have a labor code associated with them The supervisor s labor code can be used in the supervisory field to track projects and who is responsible for the project If you need to enter a supervisor code as one of the parameters to run a report see your PAM for the correct supervisor s labor code Work Types and Sub Work Types As work orders are entered into the FMSS they are assigned different work types and sub work types These categorizations identify more specifically the type of work that is occurring making it possible to run reports for certain types of work occurring in the park When entering work types and sub work types as report parameters use the table below to understand how each is defined Work Type Sub Work Type Capital Improvement Cl Alterations Changes to interior arrangements or other physical characteristics of an existing facility or installed equipment so that it can be used more effectively for its currently designated purpose or adapted to a new use Includes work referred to as improvement conversion remodeling and modernization New Construction Construction that adds to the existing footprint of an asset or creates a new asset Facility Maintenance FM Component The planned replacement of a component or system that will Renewal CR reach the end of its useful life based on condition and life cycle analysis within the faci
18. National Park Service U S Department of the Interior Asset Management Asset Management Reporting System July 2006 INDIANA UNIVERSITY Eppley Institute for Parks and Public Lands 501 N Morton 5t Suite 100 Bloomington IN 47404 Asset Management Reporting System AMRS User Manual July 2006 Completed in accordance with Sub Agreement 48 of the National Park Service Indiana University Cooperative Agreement CA 2670 97 001 NATIONAL PARK SERVICE Timothy Harvey j Elizabeth A Dodson Asset Management Program Training Manager Team Leader WASO PFMD National Park Service National Park Service ute for Parks and Public Lc Stephen A Wolter Geoff McKim Executive Director Project Manager Eppley Institute for Parks amp Public Lands Indiana University Research Park 501 N Morton Street Suite 100 Bloomington IN 47404 812 855 3095 Acknowledgements Contributing National Park Service Staff Karl Bachman Ron Chaney Ray Cozby Mike Doherty Marcus Ferro Dave Forney Mike Hill Natalya Karamyshev Meg Leffel Steve Maass Debbie Mason Jim McCarthy Jeri Mihalic Igor Vorozheykin Contributing Eppley Institute Staff Matthew Berry Michael Lewis Christy McCormick Kristen Renzi Christie Wahlert This document may not be duplicated without the permission of the Eppley Institute for Parks and Public Lands acting on behalf of Indiana University The National Park Service and federal agencies may dup
19. ack and manage as a distinct identifiable entity It may be a physical structure or grouping of structures land features or other tangible property that has a specific service or function such as a farm cemetery Campground marina or sewage treatment plant The term asset shall also be applied to movable items such as vehicles and equipment ICAP Asset Categories Identifies eight primary asset categories to track and report resource expenditures Site Area Road Trail Grounds Buildings Utilities Marine Waterway and Unique Assets The categories are further defined by asset codes example Paved Road Unpaved Road Paved Parking Area Unpaved Parking Area Bridge and Tunnel See Appendix B Asset Code Asset Codes Further detail of asset categories example Paved Road 1100 Unpaved Road 1200 Paved Parking Area 1300 Unpaved Parking Area 1350 Bridge 1700 and Tunnel 1800 See Appendix B Asset Code Asset Deficiencies A facility defect that occurs when maintenance and repair tasks are not performed in a timely manner Deficiencies may not have immediately observable physical consequences but when allowed to accumulate uncorrected they inevitably lead to deterioration of performance loss of asset value or both An accumulation of such uncorrected deficiencies is a backlog that represents a liability in both physical and financial terms for an asset FMAR Asset Management A systematic process of maintaining up
20. al WASO and FMSS Audit folders include reports that have been identified as meeting most of an FMSS user s routine reporting needs e Park Management reports are the detailed reports that are most likely to be useful to park facility managers e Regional WASO reports are those that are most likely to be useful at the regional level and WASO emphasizing the ability to roll up and summarize data from multiple parks e FMSS Audit reports are those that are useful in maintaining and validating the quality of asset management and work order data in the system NOTE Reports are organized by suggested use not required use In other words all user levels from park manager to WASO supervisor may find reports in other organizational folders useful Regardless of your position explore the other folders to view all of your reporting options July 2006 Asset Management Reporting System You will also be able to build your own personal favorite reports folder that only you can see which allows you to store the reports you use most frequently in one place for your own usage You will learn more about this option in the section Development of Personal Favorite Reports Folder beginning on page 9 Other reports that most individuals use more sporadically can be found under the All Other reports folder These are organized by major FMSS application e g Inventory Labor Plans Purchasing etc are more likely to be updated at some point in
21. asset as measured against applicable maintenance condition or other standards Inventory The enumeration and identification of the assets and their functions that are to be managed and maintained by a park The inventory is the foundation for effective facilities management The inventory should permit identifying maintainable items including those subject to preventative maintenance ICAP Inventory Condition Assessment Program ICAP A legacy computer software program no longer supported by the NPS Job Plan FMSS Describes operational steps estimated labor materials and tools needed to accomplish a specific task Student Manual Legislatively Mandated Code Compliance See Appendix B Work Types and Sub Work Types 40 July 2006 Asset Management Reporting System Life Cycle Analysis Trade off An alternatives analysis used to consider the benefits of renovating disposing or replacing an existing asset Life Cycle Assessments Analytical process for determining subsystem replacement needs based on expected design life and expert judgment Life Cycle Asset Management Systematic process of maintaining upgrading and operating physical assets cost effectively It combines engineering principles with sound business practices and economic theory and it provides tools to facilitate a more organized logical approach to decision making In the broadest sense life cycle asset management Is a strategic approach
22. ate interval labeled Days N you have to click the Update button for the change to take effect Database Logon You should not modify anything on this screen you can skip it Parameters You should fill out the parameters for a scheduled report in the same way as you would when generating an interactive report Figure 21shows an example of the parameters associated with the report Work Order Cost By Location Note that these parameters are the same as those that would be used if the report were generated interactively Schedule Schedule Cancel Help WOCBL Work Order Cost By Location Customize your options Parameters v Location Enter Location New value Default Values Current value No current value has been set Status Select Status or choose ALL New value Default Values Add Current values Remove Figure 21 Report Scheduling Parameters Window 22 July 2006 Asset Management Reporting System report you will be prompted to enter any missing parameters However when scheduling a report the system will not tell you whether you have forgotten to enter a parameter It is very important to ensure you have entered all parameters when scheduling a report or the report will not run correctly You must fill in all of the parameters for a report to run correctly When running a Destination Destination refers to the location to which the report output is sen
23. ce RM DM See Appendix B Work Types and Sub Work Types Removed Asset Status See Appendix B Asset Status Repair Work to restore damaged or worn out property to a normal operating condition Repairs are curative while maintenance is preventative Cost of Ownership Repair Rehabilitation RERE R amp R Work activities projects designed to restore or extend the life of an asset Examples include replacing sewer lines repairing building foundations and rehabilitating campgrounds and trails Parks and Recreation Report Replacement Exchange or substitution of one fixed asset for another which has the capacity to perform the same function Cost of Ownership Replacement Cost See Current Replacement Value Scope of Work A thorough breakdown of the best method for remediating a deficiency Student Manual Serious Deficiency FMSS Exists where there is a deterioration which if not corrected within 2 5 years will result in the failure of the feature or a threat to the health and or safety of the user may occur within 2 5 years if the deterioration is not corrected or there is deterioration of adjacent or related materials and or system as a result of the feature s deficiency Service Level For a specific work activity the annual rate or frequency of work performed Service Lifetime The period of years over which the building provides shelter and an environment supportive of the activi
24. cheduled jobs but not all work with the AMRS Viewer Format Description Works with the AMRS Viewer Yes No Crystal Report Format requires the AMRS viewer Yes to work with the report This option should not be used Microsoft Excel File can be opened with Microsoft Yes Excel and includes any formatting page and report headers sub totals etc Contrast with Microsoft Excel Data Only File can be opened with Microsoft Yes Excel but it only includes the data records themselves without headers formatting sub totals etc Best when you want to do additional data manipulation and calculations on the results This format is also good if you want to import data into Microsoft Access Contrast with Microsoft Excel format Adobe Acrobat File can be opened viewed and Yes printed by anyone with an Adobe Acrobat PDF viewer The resulting Acrobat document includes any formatting graphic images etc of the report and it is formatted exactly as it will print out Appropriate for sharing presentation quality reports electronically with others This is the format that you will most likely use if you want to e mail the report to others Not appropriate when additional data manipulation is required Rich Text File is meant to be imported into a variety of word processing programs Microsoft Word format is preferable when Microsoft Word is the chosen word processor July 2006 Microsoft Excel Data Only 29
25. e the default file name is CrystalViewer xls but you can change that If you have exported the data to MS Excel you can open the file in Microsoft Excel and manipulate the data using any Excel features ER Not all reports are suitable for an Excel format Those reports that are optimized for exporting to Excel are labeled as such July 2006 s 19 Asset Management Reporting System B E D E F G H J K L M Facility Date printed 08 09 2005 9 25 am Work O Region Park s Asset C Occupz Asset L Work T Sub Wi WO Stz Report Date This report shows a list of work orders that the user can employ in order to determine a work plan This list can help plan and prioritiz 524356 FYO5 Snow removal seas qtrs North Rim APPR FO 0 1357 24358 FYO5 Landscaping seas qtrs North Rim APPR FO 0 0 32791 Hermits Rest HR ooo 07270 Check solar system to portable toilet Hermit CLOSE FM 32793 Desert View DV 93334 FYO5 Pest Management Inspect for pest DNAPPR FM 19036 Assist with post hole digging D Point CLOSE FM 23092 Work to temporary gravel road DV CLOSE FM 42050 Install timer on overhead light Desert View CLOSE FM 93323 FYO5 All appliance repair DY Housing sectior APPR FM 93324 FYO5 Call Out DW Housing section APPR FM 93326 FYO5 Carpentry DY Housing section APPR 93327 FYO5 Change of Occupancy COOM DV Ho APPR 93326 FY05 Electrical DY Housing section APPR 93330 FYO5 Mechanical DY Housing section APPR 93331 FYO5 Misc repa
26. e Table 1 on pages 30 31 for a description of the different file formats 24 July 2006 Asset Management Reporting System Schedule Condition Assessment Progress Report Customize your options Format vi Set the format for this report Report Format Crystal Report Microsoft Excel Data Only Microsoft Word Adobe Acrobat Rich Text Character separated Values Figure 24 Report Format Window While Crystal Report is the most common and flexible report format you can only view Crystal Report formatted files if you are logged into the AMRS or if you have the AMRS program installed on your own computer NOTE If you plan to have the results of the report e mailed to you or wish to distribute a it to others who do not have access to the AMRS then do not use the Crystal Report format Instead generate the report in alternative programs such as Microsoft Excel or Adobe Acrobat Microsoft Excel is the recommended format if you want your recipient to be able to manipulate the data further Adobe Acrobat is the recommended format if you want the recipient of the report to be able to print and view the results but not manipulate the data Schedule List of Locations Assets by Park Customize your options Format Set the format for this report Report Format Crystal Report Figure 25 Scheduling a Report Print Settings Print Settings allow you to modify options associated with the manner in wh
27. e for a parameter 3 Select a value in the drop down menu and click on the Add button Repeat until you have all the desired values in the window Entering Date Parameters some reports require that you enter dates or date ranges as parameters For example you may view reports on work orders based on the date they were created The figure below shows an example of the date parameter To fill in this field click the calendar icon to the right of the parameter A pop up calendar window will appear Click on the date that you want to use as the value for each date parameter Many of the reports allow the user to select which date range type they want such as Report Date Target Start Date Actual Start Date etc E J https pind 1 npa g cles hi Click on the calendar You should generally use the Calendar as illustrated above to enter date parameters when generating a report If you want to enter the date manually you must enter the date in the format that the AMRS expects Date YYYY MM DD For example to enter February 1 2005 you would type Date 2005 02 01 The lower value or bound refers to the earliest point in the reports history Entering in no upper bound will return records up to the current date However you must have a lower bound or upper bound specified for AMRS to run the report July 2006 15 Asset Management Reporting System When entering parameters you must click the Add button at least once e
28. ecc ccc ecceeeeeeceeeeeeseeeeeeseeseeeeeeeeeseeeeeneess 19 Function and Use of the Schedule Option ccc ceccecceecseeteeeeseceeeeeeeeeteeesaeceeeeeeeeeaeenaes 20 Function and Use of the History Option WINdOW cccccceccseeceeece cece eeeeeeeeeseeeseeeseeeseeeaes 25 WHERE TO CGOFOR HEER cscs saceceriena OO OEEO 28 FEQUESTING a NEW RODO rrini a EE 28 APPENDIX A REPORT EXPORT FORMAT S sicccsecexicersncoreeadisacincensernactesetduteadsmincsesismmeseddsinninag 29 APPENDIX B REPORT PARAMETER DEFINITIONS AND EXPLANATIONS 004 31 APPENDIX C GLOSSARY OF TERMS ssepe pn asna 36 Asset Management Reporting System INTRODUCTION This manual is designed to provide users with the information they need to access and run management reports through the Asset Management Reporting System AMRS The AMRS is a web based portal that allows report writers to make their work available over the National Park Service NPS intranet The Facility Management Software System FMSS provides Servicewide management capabilities for facility management personnel However the reporting capabilities built into the FMSS are limited and do not provide the power needed to bring facility management information into the hands of the people who could use it most effectively TO maximize the potential of the FMSS and to more effectively use and provide facility management information the FMSS program is implementing the AMRS This ma
29. ervice ee a ae ee eee ee te ertine Coates U S Department of the Interior seat Mar agder it keportir IQ oy stem Folders Work Order Information Figure 10 Folder Content View highlighting the Favorites Folder You should now have a basic idea of how to navigate through the folders of the AMRS We will now turn to the action menu to outline the basic purpose and multiple functions of the system July 2006 13 Asset Management Reporting System DETAILED FUNCTIONS OF THE ACTION MENU As you learned earlier the action menu has three basic functions View Schedule and History Again to access the action menu you simply click on the name of the report you wish to view or schedule see Figure 5 From there you will choose one of the three available actions whose functions we will now outline Function and Use of the View Option The View option generates reports interactively Clicking on the View icon will open the parameter window An example of the parameter window is illustrated below Figure1 1 Parameters Parameters allow you to choose the exact information you want to include in your report The parameters available for a given report will differ depending on the nature of the report Examples of parameters include region park alpha code asset location work order status occupant and many others NOTE It is important that each parameter is filled in even if you select ALL as the value of the param
30. eter ALL locations ALL asset types etc E Crystal Reports Viewer Microsoft Internet Explorer SE A The report you requested requires further information Crystal Parameter Field s Enter Park Code This parameter has an Edit Mask gt LLLL Discrete Value AB v HOBE Enter Location s or choose ALL to choose all locatiq selected park crete Value D S Remove noe enter GL Account s or choose ALL or NOT NULL v Figure 11 Report Parameter Window 14 July 2006 Asset Management Reporting System Selecting Parameters 1 The first parameter in this example is for the park alpha code You may either type the code in all capital letters or select it from the drop down menu or pick list It is very important to remember that you must use all capital letters e g GRCA rather than grca when entering your park alpha code or the report will not be generated NOTE In this parameter field users may also enter numeric location identifiers used in the FMSS For example 32764 is the identifier for the North Rim of the Grand Canyon This would give a more specific location than entering GRCA The Edit Mask that you see in the example in Figure 11 is an internal code used by the computer to define the format for a particular parameter You can ignore the edit mask 2 Another common parameter is Asset Location In this example you are allowed to enter more than one valu
31. ficiencies that must be corrected in response to regulatory Mandated Fire requirements related to structural fire protection codes Structure LMFS ee oe Mandated Life Safety Code LMLS Preventive Regularly scheduled periodic maintenance activities within a a Maintenance PM year on selected equipment Includes inspection lubrication and minor adjustment Recurring Work activities that recur based on normal wear patterns on a Maintenance RM periodic cycle of 1 to 10 years Includes painting caulking sealing carpet replacements etc Recurring Recurring maintenance that has been identified and tracked in Maintenance the system and is not funded when required will move into this Deferred work type category Maintenance RMDM Facility Operations Work activities performed on a recurring basis throughout the 0 year which intend to meet routine daily park operational needs Includes janitorial and custodial services snow removal operation or purchase of utilities grounds keeping etc Figure 32 Work Types and Sub Work Types July 2006 35 Asset Management Reporting System APPENDIX C GLOSSARY OF TERMS Accountability The obligations to report explain or justify to primary stakeholders Student Manual Assessment The process of comparing and evaluating an entity against established standards and documenting the differences ICAP Asset Real or personal property which the NPS desires to tr
32. g hardwood floors Parks and Recreation Data Import Export Periodic exchanges of data between one or more systems Data Integration Changing data in one system affects data in all systems Data Linking Viewing data in two or more systems for comparative purposes Data Migration Moving data from one system to another on a one time basis effectively making the first system redundant Deferred Maintenance See Appendix B Work Types and Sub Work Types Deficiencies A facilities defect that occurs when maintenance and repair tasks are not performed in a timely manner Deficiencies may not have immediately observable physical consequences but when allowed to accumulate uncorrected they inevitably lead to deterioration of performance loss of asset value or both An accumulation of such uncorrected deficiency is a backlog that represents a liability in both physical and financial terms for a building FMAR Deficiency Ratings See Critical deficiency FCAS Serious Deficiency FCAS Minor deficiency FCAS Deficiency Work Order A work order generated by the FMSS program which documents deficiencies discovered while performing a condition assessment on an asset See Deferred Maintenance or Component Renewal Demolition Removal of an asset that has been determined to be unsafe or no longer meets or is not required to meet mission goals Removal of an NPS asset is determined by management in conjunction
33. grading and operating physical assets cost effectively It combines engineering principles with sound business practices and economic theory and it provides tools to facilitate a more organized logical approach to decision making providing a framework for handling both short and long term planning Asset Management Asset Management Process A process representing the primary steps required to properly maintain and account for assets utilizing best business practices Mission Needs Assessment Inventory of Assets Work Identification Work Planning Work Performance and Evaluation Student Manual Asset Priority Index API An asset evaluation process that quantifies the value of an asset in relation to the mission of the park The API ranks assets according to a numeric rating system Audit Reports Reports from the FMSS system used to identify erroneous data entries and processes Backlog The unfunded deficiencies work required to bring facilities and collateral equipment to a condition that meets accepted codes laws and standards to achieve expected life FMAR Backlog of Maintenance and Repair BMAR The unfunded maintenance work required to bring facilities and collateral equipment to a condition that meets acceptable facilities maintenance standards NASA 36 July 2006 Asset Management Reporting System Business Practices Business process any series of steps that are followed in order to carry out a
34. ich the finished report is printed You will not be using this option instead you will print the report directly from the AMRS Viewer or Microsoft Word Microsoft Excel or Adobe Acrobat depending on the format in which you are generating the report Function and Use of the History Option Window When you click on the schedule tab a window will pop up showing the history of the report and its status July 2006 25 Asset Management Reporting System History Refresh Cancel Help Work Orders Without Parents Instance Time Run By Parameters Format Status Selected EA 12 14 2004 7 31 09 PM dlemay SER ALL ALL ALL ALL ALL Crystal Report Success B 12 7 2004 11 48 01 AMdlemay sane Berl pon SAJU ALL ALL ALL ALL ALL EA 7 28 2004 12 54 03 PM HER ALL ALL ALL ALL ALL Crystal Report SUCCESS Ea 7268 2004 12 49 57 PM WER ALL ALL ALL ALL ALL Crystal Report SUCCESS BS Gf24 fe004 7 21 11 AM bdodson Text Failed Figure 26 History Window To view the report output click on the date time field for the instance of the report that you would like to view The options of instances you may view are illustrated in Figure 26 above By clicking on the date time field 9 16 2004 3 04 17 PM for example you will be able to view the output of the report generated at that specific date and time To update the status of the reports by refreshing your History Window click on the Refresh tab bg NOTE Y
35. irs DY Housing section APPR 93333 PROJECT FY05 Pest management DY Hous APPR 93336 FYO5 Plumbing DW Housing section APPR 99229 Misc Check heating systems new apartment APPR 616734 Chemical toilet wobbles Tusyan Museum CLOSE FM 632389 Place seating on bus shelters at new restroon CLOSE FM 646599 Install new radio system out at Desert View CLOSE FM 13130 Pick up and put together benches CLOSE FM 27987 Remove and rehab signs DY CLOSE FM 31583 Regrout floor tiles at the book store DV CLOSE FM 93347 FYO5 PM s DY housing section APPR FM 684623 FYO5 Snow Removal and Cinders for Xantera APPR FO 64625 FYO5 Snow Removal and Cinders for DNPS APPR FO 623573 Would like more cinders and snow melt DY EAPPR FO 652393 FYO5 Hazmat Chemical Inventory Desert Vie CLOSE FO 652396 FYO5 Property Inventory Desert View APPR FO 6221 3600 6221 46 6221 3100 6221 3100 6221 3100 6221 4600 6221 4600 6221 4600 6221 4600 6221 4600 6221 4600 6221 4600 6221 4600 6221 4600 6221 3100 6221 3100 6221 3600 6221 3100 6221 3300 6221 3100 6221 46 6221 3100 8221 3100 6221 3100 4 gt bt Sheet1 Ready Figure 16 Example of Exported Excel Spreadsheet NOTE Some reports will actually provide a parameter specifying the format in which the report will be generated If you intend to export your report to Excel then choose Excel when this parameter becomes available See Figure 17 Select Print to Print or Export Results in PDF Format or
36. items that allows additional information to be attached to each item to organize sort the estimate in other sequences and report on items in other Student Manual Work Order Process for documenting work needs and collecting information to aid the work scheduling and assignment process Information collected should include labor equipment and material costs hours types and quantities Work Type FMSS Standard definitions of work tasks which provide a tool enabling facility managers to strengthen planning execution and performance measurement at the park level and to gain stewardship credibility See Appendix B Work Types and Sub Work Types July 2006 43
37. licate it for training and administrative purposes provided that appropriate written acknowledgement is given No other state or local agency university contractor or individual shall duplicate the document without the permission of Indiana University Copyright 2006 the Trustees of Indiana University on behalf of the Eppley Institute for Parks and Public Lands TABLE OF CONTENTS INTRODUCTION seser cia te cetecr send cecietinei racine dicks sind ss dams dane os do teeaats ad ade TE S 3 GAINING ACCESS TO THE ASSET MANAGEMENT REPORTING SYSTEM AMRS 5 Optaining an ACCOUN enreda a eR 5 Logging onto the AMR Ss sizcecicscsnnecdeassveiit cuca ceecabns Seesaaccaectaereingeeeiseaaesieesicas aaesteieasbxaeesaeeiaein 5 NAVIGATION OF THE ASSET MANAGEMENT REPORTING SYSTEM AMRS 0 7 Repot Organization and Usage aside sttesee cies edenehcetdened ced eek suckiuetiweeived ret inctbuethetiveetorenetie 7 INAV IG AUG TSS DOME OLA CE Siete tetera terse ees eiccrabtsdeuion EAE anatase nate 8 ACION MENE DE CHIDO TOI eraser E E E AA a ates 9 Development of Personal Favorite Reports FOICer cccccceccseeceeeeeeseeeeeesseceeeeeeneeeeeeaees 10 DETAILED FUNCTIONS OF TRE AC TION MENU jc cneccnctorecanctanesanetannesnqsancaszecspeaanciancsanezanecers 13 Function and Use of the View Option ccccccccecceceeeeceeeeeeseeteceeeeceeeeeeeeeeeeeauenseeeeeneeeeeeaaes 14 Exporting and Analyzing Data Using EXCel cccc
38. lity s lifetime Includes roof systems utility components pavement and other major dynamic equipment Component A component renewal work type that has been tracked in the Renewal Deferred system and is not funded when identified as Deferred Maintenance Maintenance will then move into the Component Renewal 34 July 2006 Asset Management Reporting System Work Type Sub Work Type po CRDM Deferred Maintenance work type category lt Corrective Unscheduled reactive repairs that would not be estimated and OO Maintenance CM planned but are accomplished by local staff or existing service contractors Deferred Maintenance that was not performed when it should have been Maintenance DM or was scheduled and was put off or delayed Continued deferment of maintenance will result in deficiencies Maintenance EM hazard or to correct an unexpected failure Immediate A facility deficiency that poses a threat to human health and a Personal Hazard safety and requires immediate action IPH Legislatively Deficiencies that must be corrected in response to regulatory Mandated requirements These activities include retrofitting for accessibility Accessibility LMAC Legislatively Deficiencies that must be corrected in response to regulatory Mandated Code requirements These activities include retrofitting for code Compliance CO compliance and removing hazardous materials Legislatively De
39. mission requirements NASA Facilities Management Program FMP The management systems and support computer software for planning organizing directing and controlling park maintenance ICAP Facility Management Software System FMSS This software meets all the NPS criteria for a relational database to manage assets at the individual park level Student Manual FMSS Maximo is an asset based work identification work management and work analysis program This cradle to grave asset and work management system allows a park region or WASO to track all aspects of work related to a specific asset such as planning and design construction operations maintenance and rehabilitation or removal Facility Maintenance The day to day activities as well as the planned work required to preserve facilities buildings structures grounds and utility systems in such a condition that they may be used for their designated purpose over an intended service life Facility maintenance includes all activities not included in facility operations and capital improvements NASA Facility Operations See Appendix B Work Types and Sub Work Types Facilities Work Plan The process of taking each individual work statement or qualified work request and developing the scope of work estimating costs determining the need for engineering or compliance approvals determining the relationships with associated independent work orders and determining f
40. ntifies the deferred maintenance for a specific asset Condition Assessment Comprehensive INCAC The review and validation of the inventory inspection of an asset identifying in depth deficiencies documenting the condition as measured against the applicable maintenance or condition standards It provides the basis for long range maintenance planning as well as annual work plans and budgets Develops verifiable deficiency cost estimates determines the Facility Condition Index for a simple measurement of a facility s relative condition at a particular point in time The Comprehensive Assessment identifies the deferred maintenance for a specific asset The CA Comprehensive is to be performed on an asset every five 5 years If conditions warrant or regulations require a CA Comprehensive may occur more frequently Condition Assessment Job Plan An FMSS application that defines the standardize processes or steps involved to perform an inspection of the condition of an asset and its features for the purpose of generating Asset Deficiency Work Orders Student Manual Condition Assessment Work Order A work order created through the Preventative Maintenance module that lists the necessary steps and tasks to complete inspection of an asset and its features This standardizes inspections throughout the NPS by creating a work order on which identified deficiencies can be reported against for each asset Student Manual Condition Assessment Surveys
41. nu Icon Selected Items Click the button below to apply Folders Select the folge sce you want to place the action to all listed ttems to the selected folder the listed items tan Others FMSS Audit Park Management Reports Regional WASO Figure 8 Copy Folders Window In the left panel you will see the report that you are copying On the right you will see the folder into which you can copy the report Notice that you will not see your Favorite reports folder To see your Favorite reports folder you must go up one level in the folder hierarchy You can do this by clicking on the dropdown menu icon and choosing Favorites Cancel Help Selected Items Click the button below to apply Folders Select the folder where you want to place the action to all listed items to the selected folder the listed items Favorites WM Favorites WM fad Copy Figure 9 Copying Reports to Your Favorite Reports Folder Clicking on the Ioj icon will display all of the reports currently in your Favorite reports folder When you first begin to use the AMRS there will be no reports in this folder To copy the report Work Order Information into your Favorite reports folder click the Copy button You will now be able to view and work with reports in your Favorites reports folder by clicking on the Favorites link from the home page see Figure 10 12 July 2006 Asset Management Reporting System National Park S
42. nual is a component of the deployment of the AMRS to facility management information consumers and producers across the NPS Through the AMRS pre defined reports can be generated viewed printed and e mailed either immediately upon demand or at a subsequent date or time when server usage is likely to be low The purpose of this manual is to show you how to access run and review the output of the pre defined facility management reports that have been provided through the AMRS It is intended to serve as a job aid to those individuals using the FMSS data Throughout the manual you will notice the occasional appearance of the following icons They mark notes terms and instructions and help to clarify important points ie Fa The wrench indicates useful tools or tips that can be used within the software including The computer monitor icon highlights keystrokes needed to input data into the AMRS shortcuts or time saving methods in the FMSS computer application The caution sign indicates that you should be careful to pay particular attention to a s specific aspect of the content as it will have an impact on your success r This symbol designates a listing of the key terms to look for as you review the handbook content The key terms will be easily identified by the key symbol in the left margin July 2006 Asset Management Reporting System GAINING ACCESS TO THE ASSET MANAGEMENT REPORTING SYSTEM AMRS Obtaining
43. ort By default it is 1 which only tells you that there is more than one page in the report To find out the total number of pages in the report click the go to last page icon as shown above Note that this could take some time for very long reports et Search Entering text called the search string in this box allows you to search for occurrences of the search string in the report You do not have to enter a complete word and the search is not case sensitive For example searching on the word park will find instances of Park park Parker and spark To activate the search click the binoculars icon it will search for and highlight the next instance in the document of the search string that you have entered in the box The search will start from the page you are viewing first page of the report This problem has been acknowledged by the AMRS vendor and it will be repaired as soon as possible Also the Search function only finds the first instance of the search string on a page Each subsequent search moves on to the next page of the report Finally the Search function highlights the instance of the search string that is found and moves the cursor to the appropriate position in the report To be able to click on the binoculars icon again to search for further occurrences of the search string you will have to scroll up to the top of the report P Limitations to the Search
44. ou can always go back to the history of instances of the report by clicking on the History link for the report as was illustrated in the Navigation section in Figure 6 You can check on the status of a report by clicking on the words in the Status column For example if the report failed then you can find out what the error was by looking at the status as illustrated in Figure 27 below History Work Order Information Status Failed Printer The instance is not printed External Destination Mail the instance to meckimg indiana edu with a subject of Work Order Detail Fros Creation Time 6 2005 5 10 44 PM Start Time 8 2005 5 10 44 PM End Time 8 2005 5 10 46 PM Server Used INP2420112709CE reportjobserver Error Message Information is needed before this report can be processed Figure 27 Report Status Window The available statuses are as follows e Success The report was generated successfully 26 July 2006 Asset Management Reporting System e Failed The report was not generated successfully Usually the cause of failure is a parameter that is either not entered properly or not entered at all e Running The report is still running Click the refresh tab to refresh the history window or check again later Most reports take between one and 10 minutes although it may take more during heavy server usage times e Recurring The report is scheduled to be re run automatically at the interval tha
45. r to view work status FCI API and CRY ta determine work needs and provide field users with work information It has following parameters Region Park Asset Code Asset Location Occupant Asset Location Work Type Sub Work Type Workorder Status Workorder Date Type Workorder Date Range Group By choose from Asset Location Supervisor or GL Account Format choose from Print to print the report or export results in the POF format or Excel ta export results in Excel format Figure 4 Report Roll Over Description Action Menu Description There are three main actions that can be performed on any report View Schedule and History To open a report menu click on the report name In this example clicking on the Work Order Information report title will open the Work Order Information action menu fe API FEI Scatter Plot GPR4 Plan vs Actual Cost GPWACEFP Work Order Information 7 Work Order NPS aes am Eme Work Orders wit eee Figure 5 List of Reports and Action Menu The functions of the three buttons of the action menu View Schedule and History are listed below July 2006 Asset Management Reporting System View Generates and displays the report interactively using the most current data available Schedule Programs reports to run at a time designated by the user The user may also schedule reports to run periodically History Shows the recent scheduled history of thi
46. re and life inspection of a facility conducted by a Registered Fire Protection Engineer Certified Fire Inspector or other person approved by the Regional Structural Fire Management Officer Each occupied building is required to be inspected initially and then again when there are any changes in the occupancy or changes to the building All buildings that are critical to the operation of the park shall also be inspected These inspections shall be conducted in accord with the Fire Protection Condition Assessment as set in RM 58 Gross Square Footage The sum of floor areas within the outside faces of the exterior walls for all building levels which have floor surfaces Covered walkways open roofed over areas that are paved porches and similar spaces shall have the architectural area multiplied by an area factor of 0 50 AIA BOMA IFMA Heritage Asset Property plant and equipment PP amp E that are unique because of historical or natural significance cultural educational or artistic importance or significant architectural characteristics Hierarchical Relationships FMSS Classifies assets or work orders according to various criteria into successive levels or layers The layers are titled parent or child Immediate Personal Hazard IPH See Appendix B Work Types and Sub Work Types Inactive Asset Status See Appendix B Asset Status Inspections The documentation of the condition of the features of an
47. roads trails landscapes campgrounds buildings utilities dams waterways that is currently in use or being rehabilitated for a specific use e Asset that is vacant but supports the park mission as an unoccupied asset historic buildings ruins or fortifications Definition Asset that is operational and obsolete functionally deficient for any reason including e Asset is undersized for its current use does not meet functional demands requirements e Asset does not meet applicable codes and regulations Examples e Visitor center that was planned and constructed for a significantly smaller visitor population than is currently being served e Utility water treatment plant fuel system that does not meet governing codes and regulations Planned Definition Asset that is planned or under construction from initial planning stages until the new asset has been accepted by NPS at which time the asset becomes operational Example e Any planned asset including roads campgrounds buildings utilities etc Definition Asset does not meet the park s mission or is not required for operations although it may be convenient to use e Asset does not relate to a future desired condition in the park unit e Asset s removal is determined by the park s General Management Plan GMP Example e Any asset that is or should be slated for demolition Inactive Definition Asset is vacant and not being used for park mission or opera
48. s report which includes who generated the report what the parameters were the date it was generated and whether or not it was generated successfully and online is best used when the user needs the most current data Occasionally for very large reports containing many thousands of records the report may take up to ten minutes to generate however it typically takes less than a minute Alternatively by viewing the History of a report a report can often be generated in a few seconds However a report generated in this fashion may not contain the most current data and it may not be based on the parameters that you want to use If the user needs a report to generate periodically such as daily weekly or monthly then it should be scheduled in advance during off hours so that the reports are generated at a time when the server is not experiencing a high volume of user traffic P The View Button The View button which allows reports to be generated interactively Further information about the action menu will be given in the next chapter The Detailed Functions of the Action Menu Development of Personal Favorite Reports Folder Although the folders described above represent an attempt to identify those reports that are most likely to be useful to FMSS users you also have the ability to create your own personal Favorite reports folder which can be used to provide quick access to the reports that you use the most This folder will only be
49. t after it has been generated The available options are illustrated in Figure 22 below Schedule Condition Assessment Progress Report Customize your options Destination v Set the Destination for the report Destination Default v Default Unmanaged Disk Email SMTP FTP Figure 22 Destination Window These are the choices available from the Destination drop down menu Default The Default choice saves the report output in the AMRS file structure You can then view the results directly from the History window in Figure 26 This is the typical option but it requires you to log into the AMRS to view the results of your scheduled report Unmanaged Disk Unmanaged Disk allows the user to change the file destination but the destination must be part of the Enterprise network This option is not supported Email This allows you to email the output to an email address See Figure 23 for more details FTP Do not choose the FTP option It is disabled July 2006 23 Asset Management Reporting System Email Option Walk through If you wish to email the output to an email address you will select Email from the Destination drop down menu The Email Option window will open Schedule List of Locations Assets by Park Customize your options Destination x Set the Destination for the report Destination Email SMTP You can schedule to a SMTP server with a choice of two different sets of values
50. t was specified when the report was scheduled e Pending The report has been scheduled to be run once at some future time July 2006 2 Asset Management Reporting System WHERE TO GO FOR HELP Once you begin to use the AMRS you may have questions To get answers to your questions you should consult the following sources They are listed in the order of suggested action Park Account Manager went nn nn nn nn nn nn nnn nnn nn nn nn nn nana nana nnn nn nnn nn nncnnan FMP HelpDesk email FMP HelpDesk in Lotus Notes or FMP Help Desk nps gov FMP HelpDesk phone 303 969 2609 Regional Coordinator matte nnn nn nnn nnn nnn nen nn nena nen nn nena nennnnnnanennnnnnan Figure 28 AMRS Assistance Requesting a New Report Most reporting needs can be met through reports that are already in the AMRS However if you have a reporting need that is not already in the AMRS you can first try exporting a current report to Excel and reorganize the data to get the information you need You can also request a new report through the HelpDesk Upon receipt of a request for a new report it will be evaluated a recommendation will then be made to either modify an existing report to accommodate the need or pass the new report request on to the systems group for creation 28 July 2006 Asset Management Reporting System APPENDIX A REPORT EXPORT FORMATS The following are the report export formats supported by AMRS All of them work for s
51. the future When a report is updated it affects anyone who has scheduled the report to run at a certain time If a report you have scheduled is changed you will need to reschedule it in order for it to run correctly mm Reports in the All Other reports folder have not been validated or formatted and NOTE New reports will be created from time to time and added to the appropriate folders Therefore you may see some additional reports available beyond those that are shown in the figures in this manual Navigating Report Folders If you double click on a selected folder the reports within that folder will be displayed in a list Account gmckim G Favorites I Park Managemen Folders API FCI Scatter Plot R t E GPRA Plan vs Actual Cost GPVACBP E ports 4 Work Order Information 4 Work Order NPSWO Work Orders with Long Description Figure 3 Report Sub Folder Organization July 2006 Asset Management Reporting System To see additional details about a particular report move your mouse over the title of the report You will see a brief description of the report as seen in Figure 4 API FCI Scatter Plot GPRA Plan vs Actual Cast GPYV4CBP Work Order informan Work Order NPSWO Work Orders with Long Dg Work Order Informaton Review Folder This report shows a list of work orders that the user can employ in order to determine a work plan This list can help plan and prioritize work by allowing the use
52. ties it houses Cost of Ownership Shortfall Difference between funds allocated and funds required to meet the Service manufacturer s maintenance standards and applicable codes FMAR SMAC Servicewide Maintenance Advisory Council 42 July 2006 Asset Management Reporting System Specifications A document that stipulates methods materials performance testing limitations or other criteria that must be adhered to during the construction of a facility NASA Specification Template FMSS A data collection template used to document specific information and attributes of assets maintained within NPS Standard Maintenance standards are defined as the expected condition or degree of usefulness of a facility or equipment item A maintenance standard may be stated as both a required condition and a minimum acceptable condition beyond which the facility or equipment is deemed unsatisfactory NASA Standard Industry Practices Accepted published practices by peer organizations or associations Stewardship The recognition and acceptance that the ownership of facilities requires the vision resolve experience and expertise to ensure that resources are allocated effectively to sustain the investment Student Manual Stewardship Land Includes land and land rights other than that acquired for or in connection with general PP amp E Land is defined as the solid part of the surface of the earth excluding natural reso
53. tions and the asset s future use is not imminent Example e Assets that require mothballing for potential future reuse Removed Definition Asset was once a part of the inventory but has since been removed by the park Example e Demolished buildings or other assets Definition For asset location records that are not asset specific Examples e A site or area such as the park or district e Fleet asset location records Figure 31 Asset Status Definitions and Examples Labor Code Every employee involved in maintenance has an FMSS labor record associated with a number labor code The labor record contains the person s name park unit and pay rate along with other information The labor code is used to enter the hours an employee July 2006 33 Asset Management Reporting System worked and can also be used to track projects on which he or she worked Once an individual is assigned a labor code he or she keeps it forever even if they move to another park or if they are a seasonal employee If you need to enter an individual s labor code as one of the parameters to run a report see your PAM for the correct labor code Location Asset Number As locations or assets are entered into the FMSS they are given a numerical code which can be used to identify that specific location or asset If you need to enter a location asset number as one of the parameters to run a report see your PAM for the correct number Supervisor
54. unding resources and priorities Facility A term used to encompass land buildings other structures and other real property improvements including utilities NASA July 2006 39 Asset Management Reporting System Facility Maintenance Responsibility The entity responsible for performing the maintenance required on an asset Facility Operation Responsible The agency that performs activities related to an asset s normal performance including costs of utilities janitorial services window cleaning rodent and pest control and waste management Feature A distinct element or separately identifiable part of an asset on which work is performed or which creates an identifiable workload Examples of features include but are not limited to trees and landscaping interior doors roof surface coverings refrigerators boilers HVAC systems The NPS inventory is based on the identification and qualification of its assets and the features that make up each asset The condition of an asset is reported in terms of the condition of its features ICAP Fire and Life Safety Annual An annual fire and life safety inspection conducted by a qualified inspector This annual inspection will be a follow up to the INFPCA it is not a substitute for it These inspections shall be conducted in accord with the Annual Fire Protection Condition Assessment as set in RM 58 Fire Protection Condition Assessment INFPCA A comprehensive fi
55. urces related to the land Subsystems A major portion of a system that performs a specific function in the overall operational function of a system a major functional subassembly or grouping of items or equipment that is essential to operational completeness of a system Project Management System Rules FMSS Identify standardized requirements for how to operate and use the Facility Management Software System Student Manual Total Life Cycle Cost Method If used the following should be presented for each major class of PP amp E e Original date of the maintenance forecast and an explanation for any changes to the forecast e Prior year balance of the cumulative deferred maintenance amount e Dollar amount of maintenance that was defined by the professionals who designed built or managed the PP amp E as required maintenance for the reporting period e Dollar amount of maintenance actually performed during the period e Difference between the forecast and actual maintenance any adjustments to the scheduled amounts deemed necessary by the managers of the PP amp E e Ending cumulative balance for the reporting period for each major class of asset experiencing deferred maintenance Work Activity A basic element of Facility Management that describes a specific type of maintenance work performed on a park feature i e patch potholes open close trails pickup litter replace roof covering Work Breakdown Structure WBS A property of
56. ure 13 Example of a Report First Page The first page of a report as shown in Figure 13 usually provides the documentation for a report In this example the documentation consists of the name of the report e g Work Order Information the parameters used in generating this report and some information about the appropriate usage of the report 16 July 2006 Asset Management Reporting System To move on to the second page of the report where the data begins click the Next Page icon A which will open the AMRS Viewer window as shown in Figure 14 E 4 7 E mainrry J I 27 p h gt h iosi erystals EGRCA A Facility Management Software System 30764 Work Order Information 32765 Region s ALL 32766 Park s GRCA 32768 Asset Code s ALL 32786 Occupant ALL AssetiLocation ALL 32791 Work Type s ALL 32793 Sub Work Type s ALL 32795 WO Status ALL 32799 Report Date from 08 01 2004 to 08 01 2005 32800 Asset Description Asset Code API FCI CRV l 32802 WO Description Status Te Soria Cara PMIS Comp GL Account Priority 32807 32811 32952 32764 Horth Rim HR 0000 0 000 32954 523927 FY0S Repair GSA Vehicles NR APPR FM 32956 523930 FYO0S5 Repair Interior Vehicles NR APPR FM 523979 FYO5 Service Repair Interior Power Equipment APPR FM 32957 NR 32960 523985 FYO0S Service Repair Primary Electrical System APPR FM NR 32963 523988 FOS Service Repair Second Electrical System APPR FM 32965 NR 32967 52399
57. variety of file formats Once you select a file type you will then need to select a file name and location just as if you were saving a file The file formats that you can export from the Crystal Report Viewer are as follows Adobe Acrobat MS Word MS Excel MS Excel Data only and Rich Text Format The file formats are described in Table 1 See pages 30 31 Refresh The refresh button permits you to run the report again allowing you to choose different parameters This will not save the parameters you already selected all parameters will have to be identified again 17 Asset Management Reporting System Print This allows you to print the report The print options will correspond to your specific printer and the printers that are available to you on your network You should always confirm the number of pages that the report will generate before you print Navigation Buttons This series of arrow buttons allows you to move through the pages of the report js Go to first page 4 Go back one page E Go forward one page H Go to last page gt Skip to Page Function Allows you to enter a specific page number and skip to that page To use this type a page number in the box and click on the page icon 1 it Page Number Shows you which page you are on and how many total pages are in the report However the number that shows you the total number of pages in the report will not be accurate until you view the last page in the rep
58. ven if you are selecting the ALL value for the parameter After entering all parameter values click the OK button to generate the report The report will appear in one to three minutes depending on the length and amount of data you have requested Remember very large reports may take longer to generate NOTE For more information and definitions of the different FMSS report parameters see Appendix B Navigation Using the AMRS Viewer The AMRS Viewer allows you to browse and navigate interactively through the results of the AMRS report It also allows you to save and print the report 4 Crystal Reports Viewer Microsoft Internet Explorer t M GF E Main Report lt q 1 1 j i gt 100 crystal Facility Management Sofware System Date printed 12 22 2005 1 35 pm Work Order Cost by Location Park HOBE Horseshoe Bend National Military Park Status ALL Work Type s ALL Sub Work Type s ALL Region SER Location 16059 Date Type Target Start Date Range 10 1 2005 to Humber of Workorders inthis report 19 Data Starts on Second Page This report provides users with the total cost of operating and owning a location asset It can be used for planning and prioritizing work as well as for project development The work orders are sorted by their status Jeri Mihalic Drafts T Crystal Enterprise M Z Crystal Reports View oJ J 11 39 4M Fig
59. vide more detailed information regarding some of the parameters you might encounter when running a report If you have further questions about what report parameters mean you may wish to contact your Park Account Manager PAM or the FMP HelpDesk Asset Code Asset codes are used in the FMSS to organize assets into different major asset types Each asset group is broken up into different asset categories each of which is identified by its asset code For example if an individual wanted to run a report regarding Maintained Landscapes he or she would look under the asset group Grounds and enter 3100 as the Asset Code parameter Asset Group Asset Category Asset Code Unit of Measure SITE AREA Site Area 0000 ROAD PARKING AREA ROAD BRIDGE ROAD TUNNEL po Road Miles po ParkingArea 1800S Square Feet pf Road Bridge 170 Square Feet Road tunnel 800 Square Feet TRAIL Pf trai YO 2100 Lineal Feet PT Trail Bridge Substantial 2200 Square Feet PL Trail Tunnel Substantial 2300 Square Feet GROUNDS Maintained Landscapes 3100 Campground Overnight a a 3600 oa of Sites P Bicnic Area i Area 3700 Number Number of Sites Sites 3800 Lineal Feet BUILDING P Builting 4100 Square Feet 4300 Square Feet UTILITY pater System 5100 S Gallons perday Waste Water System 5200 Gallonsperday pf Heating amp Cooling Plant 5300 Each pi Electrical System 8400 Each po Radio System 5500 Each
60. visible to you other users will have their own Favorite reports folders By adding and deleting reports from this folder you can easily and quickly access your most commonly used reports To create your Favorites folder click on the link labeled Organize in the upper right hand corner of the screen You will then see the Organize Folders dialog box 10 July 2006 Asset Management Reporting System Organize Folders Contents Organize these folders and items All Others FMSS Audit Park Management Reports Regional WASO Figure 6 Organize Folders Dialog Box The Organize Folders dialog box allows you to move reports into and out of your Favorites folder To copy the report Work Order Information from where it is in the Park Management folder into your Favorites folder first click on the Park Management folder and then click the Expand button You will see a list of the reports in the Park Management folder as shown below Organize Folders Contents Organize these folders and items API FCI Scatter Plot GPRA Plan vs Actual Cost GP ACBP Work Order Information Work Order NPSWO Work Orders with Long Description Figure 7 Expanded Folder View Reports in the Park Management Folder Highlight the report you want to copy to your Favorite reports folder and click the Copy To button July 2006 11 Asset Management Reporting System Cancel Help Dropdown Me

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