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Federal Real Property Information Application User Manual

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1. etc Service Buildings GRSF 35600000 4100 SERVICE Building used for service Type activities such as Service maintenance and Shop repair shops dry Maintenance cleaning plants post exchange stores airport hangars and buildings primarily used for vehicle maintenance and repair Sewage Treatment GRSF 35500200 4100 SEWAGE TREATMENT Building Bldg A building Type consisting of a Sewage sewage system to Treatment treat and store liquid and solid waste Training Center Buildings used for instructional purposes and to provide training in job trades and specialized skills TRAINING CENTER GRSF 35231200 4100 Building Type School KK October 2007 Federal Real Property Information Application User Manual Codes Visitor Center A GRSF 35290700 4100 VISITOR CENTER Building building designed Type specifically for the Visitor Interp purpose of orienting Center visitors to resources and programs and providing other services to support visitation Usually includes exhibits and restrooms sometimes gift shops Visitor Contact GRSF 35290800 4100 VISITOR CONTACT STATION Building Station A building Type smaller than 2 500 Visitor square feet primarily Contact used for the purpose Station of welcoming and orienting visitors The space is used for the distribution of brochures regulations and information It may contain a small exhibit less than 7
2. For leased and otherwise managed assets report on the portion addressed through the lease or other agreement Status Q What values for Status and Outgrant Indicator should be provided if the owned property is outgranted outside of the Reporting Agency but still within the government A Status can be any of the available choices If the owned property is outgranted outside of the Reporting Agency but still within the government then yes would be provided for Outgrant Indicator with the Agency Bureau Code reported for the predominant Using Organization Q What if the owned property is outgranted to a non federal government entity A If the owned property is outgranted to a non federal government entity then yes would be provided for Outgrant Indicator with 9999 Non Federal Government Entity reported for Using Organization Q What percentage of constructed assets should be outgranted for a Yes response A Using the predominant status guideline if more than 51 is outgranted then report Yes for Outgrant Indicator Historical Status Q If the asset is located in a historical district but not on the registry how is this reported A If the asset is in an historical district and is not applicable to other values then the Historical Status should be indicated as a Non contributing element of NHL NRL district 66 October 2007 Federal Real Property Information Application User Manual Repor
3. Utilization Parks should capture and maintain Utilization as percent utilization on a scale of 0 to 100 but report only the associated category type in FMSS Only one utilization code should be selected to meet this requirement Parks should maintain the actual percentage for audit purposes Note Utilization is required for the following five Building Predominant Use categories Offices ratio of occupancy to current design capacity Hospitals ratio of occupancy to current design capacity Warehouses ratio of gross square feet occupied to current design capacity Laboratories ratio of active units to current design capacity Housing percent of individual units that are occupied See Appendix J Water Right Restrictions A legal right to use the water of a natural stream or water furnished through a ditch or canal for general or specific purposes such as irrigation mining power or domestic use either to its full capacity or to a measured extent or during a defined period of time Enter Y if there are restrictions or N if there are not Zip Code Parks should ensure the 5 digit Zip Code associated with the reported Main Location in which the land parcel building or structure is located is valid Zip codes can be found at http www usps gov This field is associated with the Installation Data File IDF see App G Zoning Restrictions Municipal regulations having to do with structural and architectural desig
4. category includes petroleum storage tanks 40400000 5700 STORAGE Other Asset Structure Types or Equipment Tower Missile Silos Raised structure used to provide enhanced viewing can be used seasonally to detect monitor and coordinate wildfire activities and for containment i e missile storage not used for communication EA 40801700 7400 TOWER MISSIL E SILOS Towers Tower Tower used to elevate communication reception and transmission antennas or satellite dishes Trail Bridges Spanning structure designed to be used by pedestrians animals bicycles ATVs etc Trail Paved Improved path or course constructed with paving materials Trail Tunnels A structure that is constructed by excavating through natural ground to convey pedestrian animal bicycle amp ATV traffic May also include the conveyance of water conduits and or pipes Trail Unpaved Designated natural path or course EA 40720200 SY 40760240 LF 40801110 EA 40760320 LF 40801120 7400 1700 2200 2100 COMMUNICATI ONS TOWER TRAIL BRIDGE TRAIL PAVED TRAIL TUNNEL TRAIL UNPAVED Towers Trail Bridge Trail Tunnel Trail October 2007 Cppley institute for Porky und Public Lands INIZANA UNIVEREETY 59 Federal Real Property Information Application User Manual Structures Predominant FRPC UM DOICODE Main AC Value List Remarks Use Cod
5. provide sleeping areas for multiple occupants May have communal or individual restrooms and does not contain individual kitchen facilities October 200 P ctober 7 Oppley institute for Porky und Public Lands INIZANA UNIVEREETY 41 Federal Real Property Information Application User Manual Predominant Use Codes Value List Remarks Environmental Education Center Buildings used for environmental instructional purposes FRPC UM DOICODE GRSF 35230900 4100 ENVIRON ED CTR Building Type School Fire Station A building used for fire equipment and staff to ensure readiness May include communications facilities or living quarters for fire fighters GRSF 35801400 4100 FIRE STATION Building Type Fire Station Fortification A fortified place often constructed of earth logs timber masonry stone or concrete exclusively military in nature that is strengthened for protection against enemy attack Garage Detached Any building associated with housing for parking automobiles or storage of tenant personal property Greenhouse A translucent or transparent building used in the conservation or production of plants or plant material Gymnasium A building used for indoor athletic or fitness activities May contain courts locker facilities or specialized sporting or exercise equipment 42 GRSF 35800500 FORTIFICATION Fortifi
6. 0 00 EA r 39587 REMOVED Loop Route 221 Hotel Guest Shuttle DENA 1100 REMOVED NPS 00000000 0 00 EA r 39588 Shuttle Service Road Route 300 Wonder Lake DENA 1100 OPERATING 65 81 173 00 NPS F 40760121 0 84 LM r 39583 Dump Pit Road Route 400 DENA 1100 OPERATING 52 23 333 00 NPS F 40760121 0 40 LM r 33530 Sewage Lagoon Road Route 401 DENA 7 1100 OPERATING 53 10 257 00 NPS F 40760121 0 32 LM f 39531 Access Road Route 402 Airstrip DENA 1100 OPERATING 60 115 331 00 NPS F 40760121 0 30 LM r 39532 REMOVED Hotel Utility Arca Road Route 403 DENA noo REMOYED 60 20 685 00 NPS F 40760121 0 44 LM i 39595 Hotel Water Supply Road Route 404 DENA 1100 OPERATING 60 106 544 00 NPS F 40760121 1 28 LM r 33603 C Camp RezidencefMaintenance Road Route 405 DENA 1100 OPERATING T1 146 044 00 NPS F 40760121 0 38 LM r 39756 Rock Creck Pump House Road Route 406 DENA 1100 OPERATING 60 32 113 00 NPS 0760121 0 48 LM r 33760 Headquarters Housing Area Road Route 407 DENA 1100 OPERATING 60 154 060 00 NPS 7 40760121 0 42 LM r 33771 Rock Creck Reservoir Road Unpaved Route 410 DENA 1100 OPERATING 60 12 266 00 NPS 40760121 0 22 LM r 39773 Seven Mile Pit Road Route 412 DENA 7 1100 OPERATING 60 16 053 00 NPS F 40760121 0 24 LM 33774 Service Road Route 413 Teklanika Pit DENA 1100 OPERATING 40 57 622 00 NPS 40760121 1 06 LM Figure 7 FRP Internal Audit Report partial showing Be sure you maintain data in the Location Asset record as app
7. Over Utilized e Utilized e Under Utilized e Not Utilized Office Housing Warehouse 10 30 31 40 Over gt 95 N A gt 85 Utilized Utilized 75 95 85 100 50 85 Under lt 75 lt 85 10 50 Utilized Not N A N A lt 10 Utilized Table 1 Utilization Percentage Rates Office Space Gross Area From the Federal Real Property Information data Common Area Mechanical Electrical Rooms Occupant Employee Volunteers Contractors Seasonals 200 SF Occupant All Individual Shared Circulation Storage Space Conference Rooms Memorandum November 28 2003 Space management Utilization Guidance Net Square Usable Office Area The Gross Area SF minus the Common Area SF October 2007 61 Cppley institute for Porky und Public Lands INISANA UNIFENHITY Federal Real Property Information Application User Manual Actual Occupied Office Area SF Number of Occupants times 200SF Occupant Calculation Actual Occupied Office Area SF divided by Net Square Usable Office Area SF Example Grand Teton National Park s administration office building is 25 060 GSF with a 60 SF mechanical room and 75 occupants The formula is as follows 15 000 6 x 100 60 25 000 Refer to Table 1 for the resulting occupancy which in this case is under utilized Housing All housing structures in a park are considered together when calculating the utilization percentage The park should identify
8. Real Property Information Application User Manual Restrictions Q How should the information be entered if there is more than one Restriction A If a property has multiple restrictions associated with it and then the agency should report all restrictions that apply by denoting Y for each applicable restriction Partial restrictions should also be reported October 2007 Cpple institute for Porky und Public Lands INISANA UNIFENHITY 69 70 Federal Real Property Information Application User Manual October 2007 Federal Real Property Information Application User Manual APPENDIX G Installation Data File The Installation Data File IDF is used to associate a Park with its Installation code its Sub installations and the constructed assets at the park or center Assets are associated with a sub installation based on their county The IDF also provides a means to associate the GSA s appropriate Geographic Location Codes with the sub installations and assets You will see these GLCs if you view the IDF but you do not need to update or modify them These will be handled by the WASO staff when any changes to the Sub installation fields in the IDF are requested NOTE If you know your sub installation codes are correct then there is no need to review the report from the IDF If you need to review or request updates to the IDF then run and export the report see Quick User Guide for review Primary points to under
9. assets 35 Buildings and 40 Structures Q We are using land on a permit basis from another federal agency that owns the land Which agency should report the land to GSA for the purposes of reporting real property inventory information A The agency that owns the land should report the land to GSA Real Property Use Q How should report a structure such as the Vietnam Memorial that is located on government owned land A Report information on the structure itself Vietnam Memorial but not the land on which the structure is located For the structure using the Use Categories identify the Vietnam Memorial with the use code 40 78 xxxx Monuments and Memorials Q How would report structures such as antennas and water towers A Antennas are reported as use code 40 72 xxxx Communications Group and water towers as use code 40 80 1700 Tower Legal Interest Q Are all twenty four data elements required for leased and otherwise managed properties Specifically does Current Replacement Value Historical Status and Condition Index apply to leased and otherwise managed properties A All data elements will apply to owned leased and otherwise managed property with the exception of Historical Status which is not required for otherwise managed properties Q An option for easements is not included in Legal Interest Where does an easement get indicated A If the property is federally o
10. needed then they must be requested through the FMP Help Desk prior to any corrections made in the FMSS For detailed information on the Installation Data Files see Appendix G Once you have completed reviewing both audit reports and made notes of all necessary changes for each asset you are now ready to access the FRP Information application Before you can login to the FRP Information application though you must first login to the FMSS To do this you must return to the FMSS Login page at http ofmd1 nps gov FMP fmss This is the same page from which you accessed the AMRS Figure 3 above a lf you previously added that site to your browser s favorites list you just need to look in your Favorites panel and click on the link Once in this main access page select FMSS Production on the center left of your screen under the FMSS Databases header Figure 3 above Provide your user name and password and click the Log in button Figure 9 below After you log in you will be at the Welcome to the new FMSS Login page Figure 10 below 16 October 2007 Federal Real Property Information Application User Manual Z NPS FMSS Login Microsoft Internet Explorer File Edit View Favorites Tods Help Q ex Q x a A po Search S Favorites amp P rel 3 F Address http 165 83 203 24 Citrix MetaFrame auth login aspx Park Facility Management Facility Management Software System be Lo
11. of two or more Unit single family housing units such as duplexes triplexes townhouses row houses etc Museum Repository GRSF 35290100 4100 MUSEUM REPOSITORY Building A building used to Type store protect and or Museum display museum Repository property Navigation and 35730000 4100 NAV amp Traffic AIDS Building Traffic Aids Type TBD Includes buildings that house aircraft or ship navigation and traffic aids such as beacon lights antenna systems ground control approach systems and obstruction lighting Office Buildings GRSF 35100000 4100 ADMIN OFFICE Building primarily used for Type office space or Administrative military headquarters 46 October 2007 Federal Real Property Information Application User Manual Codes Other Institutional GRSF 35290000 4100 OTHER INSTITUTIONAL USES Building Uses Buildings Type TBD used for institutional purposes other than schools hospitals and prisons such as libraries chapels museums and out patient clinics This category also includes food preparation and dining facilities buildings housing entertainment and recreational activities and visitor s centers Post Office GRSF 35140000 4100 POST OFFICE Building Buildings or portions Type NA of buildings used as a Post Office Historic POs Power Generation 35500100 4100 POWER GENERATION Building Bldg A building that Type houses power Power gener
12. office complex housing fire station fire lookout work camp schools cultural landscapes communication site or historical interpretive site bounded by a more or less defined perimeter or established boundary Annual Maintenance Maintenance performed to repair failures during the year in which they occur Includes preventive and or cyclic maintenance performed in the year in which it is scheduled to occur API See Asset Priority Index Asset Real or personal property which the NPS desires to track and manage as a distinct identifiable entity It may be a physical structure or grouping of structures land features or other tangible property which 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 Asset Categories FMSS Identifies eight primary asset categories to track and report resource expenditures against Site Area Road Trail Grounds Buildings Utilities Marine Waterway and Unique Assets The categories are further defined by asset codes example Road Parking Area Bridge and Tunnel Asset Codes A 4 digit numeric code that provides a further detail breakdown of assets related to their Asset Category in FMSS i e Road 1100 Parking Area 1300 Bridge 1700 and Tunnel 1800 There is a relationship built in to FMSS based on the Asset Code WBS Component an
13. or description field Deleting an Asset The ability to delete an asset has been removed from FMSS However an asset can be processed out by filling in all the appropriate disposition fields in the FRP application and changing the Asset Status in the Location Asset application to Removed See the following table for reporting requirements Public Benefit Date of event CRV Not Required Name of org or Private if Conveyance covered by Privacy Act Federal Transfer Date of event CRV Not Required Use 4 digit Agency Bureau code contact Help Desk Date of event Sales Sale price minus Not Required price costs incurred Date of event Not Required Not Required Lease Termination Date of event Cost avoidance Not Required minus cost to govt Other Date of event Not Required Not Required Figure 13 Methods of Disposition October 2007 ppley Sk Irntitube for Parks und Public Lands INDIANA UNIFERHITY Federal Real Property Information Application User Manual There are four primary sections on the following screen 1 Federal Real Property Information 2 Geographic Location GPS Coordinates 3 Lease Information 4 Acquisition Disposition Information Being familiar with these sections will make it easier to find the information that you need 26 October 2007 October 2007 Federal Real Property Information Application User Manual FRP Information File Edit Insert Na e tup Hel Location Asse
14. power development projects that produce power for resale generally consisting of dams and powerhouses Include transmission lines that are an integral part of federal power development even if the power is produced by another federal agency Radio System External 40720100 5500 RADIO Radio System systems that support building infrastructure requirements for communications Includes but not limited to radios intercoms emergency equipment security and safety systems low or high water level alarms etc May include cabling wiring radio base stations repeaters antennas satellite dishes and switching devices 56 October 2007 Federal Real Property Information Application User Manual Structures Predominant FRPC UM DOICODE Main AC Value List Remarks Use Codes Railroad Transportation EA 40770000 6500 RAILROAD system that includes SYSTEM trestles track bed locomotives rolling stock etc Reclamation and Irrigation EA or LF 40160000 6100 RECLAMATION Dam Levee Dike Canals laterals pumping 6200 amp IRRIGATION Constructed stations storage and Waterway diversion dams Road Bridges structure SY 40760210 1700 ROAD BRIDGE Road Bridge including supports erected 2200 over a depression or an obstruction such as water highway or railway and having a track or passageway for carrying traffic or other moving loads and having an opening
15. s property for a designated purpose Rights of way A right belonging to a party to pass over land of another The interest is the same as an easement with the owner of the soil retaining all other rights and benefits of ownership consistent with the easement The phrase is also used to describe that strip of land upon which railroad companies construct their road bed and when so used the term refers to the land itself not just the right of passage over it Mineral interests An interest in minerals in land with or without ownership of the surface of the land and the right to take minerals or a right to receive a royalty Water rights A legal right to use the water of a natural stream or water furnished through a ditch or canal for general or specific purposes such as irrigation mining power or domestic use either to its full capacity or to a measured extent or during a defined period of time Air rights The right to use all or a portion of the air space above real property Such right is vested by grant e g fee simple lease or other conveyance Other All other restrictions that cannot be classified elsewhere Non applicable Restrictions are non applicable to the real property asset 82 October 2007 Federal Real Property Information Application User Manual APPENDIX K Glossary of Terms Administrative or Geographical Site Area or land used and or set aside for program purposes such as
16. square feet of the space a calculation is required Since each building has a unique conversion factor R U ratio the GSA rental billing gives the conversion factor necessary for the space calculation and or the amount of Common Space that is included in the Rentable square footage Building Owners and Management Association Replacement Cost Current Replacement Value CRV Standard industry costs and engineering estimates of materials supplies and labor required to replace a facility at its existing size and functional capability This cost includes current costs for planning design construction and construction management Required Field FMSS A field that requires a user entered value before the record can be posted A record may contain one or more required fields Routine Maintenance Operations Work activities performed on an annual recurring basis are intended to meet routine daily park operational needs Typical work performed under operations includes janitorial and custodial services snow removal operation or purchase of utilities water sewer and electricity grounds keeping etc Specification Template FMSS A data collection template used to document specific information and attributes of assets maintained within the National Park Service October 2007 87 Cppley institute for Porky und Public Lands INISANA UNIFENHITY Federal Real Property Information Application User Manual SRPO Sen
17. then report the ZIP Code Q How should an agency identify the Main Location for a linear structure such as a road or fence A Until a more developed federal wide geospatial capability is available an asset which does not have a street address or a lat long should use the street address or lat long of the main gate If there is no main gate then the agency should enter the zip code Real Property Unique Identifier Q What is the distinction between the Real Property Unique Identifier and the Installation Sub installation Identifier A Real Property Unique Identifier provides a unique code for each asset the asset number is the unique code in FMSS The Installation Sub installation ID provided for each asset record will allow the grouping of assets by installations and Sub installations for reporting Congressional District Q How should Congressional District data be handled for overseas locations A Districts will be notated as 01 99 All other designation i e At Large Delegate and Resident Commissioner are notated as 00 See http nationalatlas gov printable congress html for the current United States list Zip Code Q What value for ZIP Code or a postal code do enter for real property located in a United States territory or a foreign country A For real property located in a United States territory or a foreign country without a ZIP Code the value 99999 should be entered 68 October 2007 Federal
18. 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 Facilities Maintenance The recurring day to day 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 It includes the cost of labor materials and equipment Maintenance minimizes or corrects wear and tear and thereby forestalls major repairs Maintenance includes preventative maintenance cyclic maintenance normal repairs replacement of parts and structural components periodic inspections adjustments lubrication cleaning non janitorial of equipment painting resurfacing and other actions to assure continuing service and to prevent breakdown Facilities Operations Those activities related to a building s normal performance of the functions for which it is intended The costs of utilities janitorial services window cleaning rodent and pest control and waste management are generally included within the scope of operations and are not maintenance Facility A term used to encompass land buildings other structures and other real property improvements including utilities FASAB Federal Accounting Standards Advisory Board FCI See Facility Condition Inde
19. water mine seepage wastewater or seepage water from other sources for deposition into a watercourse EA 40710300 5100 WATER SYSTEM Water System 60 October 2007 Federal Real Property Information Application User Manual APPENDIX D Utilization Building Types to Report and Calculations Utilization is only required for the following five Building Predominant Use categories e Offices ratio of occupancy to current design capacity Hospitals ratio of occupancy to current design capacity Warehouses ratio of gross square feet occupied to current design capacity Laboratories ratio of active units to current design capacity Housing percent of individual units that are occupied parkwide Utilization calculations should be reviewed annually generally when the annual condition assessment is made There are varying formulas used to determine the utilization rate for each of the required assets Make sure to read the definitions for the specific asset type before calculating the utilization percentage to assure accuracy NOTE Mixed use buildings require utilization calculation only for the predominant use type when it is one of the five use types above No other use type needs to be calculated or reported When calculating utilization the square footage of the predominant use is the basis for the calculation The following utilization categories will be used for reporting purposes e
20. 00 square feet may or may not have an office and has access to public restrooms Warehouse Chemical A building designed to store materials that may be hazardous if leaked or spilled Design may incorporate spill containment explosion proof lights or other electrical fixtures Warehouse Equipment Vehicle A building used to store vehicles or equipment including heavy equipment GRSF GRSF 35410500 35410300 4100 4100 CHEMICAL EQUIP VEHICLE Building Type Chemical Building Type Equip Vehicle October 2007 Cppley institute for Porky und Public Lands INIZANA UNIVEREETY 49 Federal Real Property Information Application User Manual Predominant Use FRPC UM DOICODE Main AC Codes Warehouse Shed GRSF Outbuilding A small structure either freestanding or attached to a larger structure to be used as storage or shelter 35410400 4100 Value List SHED OUTBUILDING Remarks Building Type Shed Outbuilding Warehouse Fire GRSF Cache A building used to store equipment and vehicles used for fire management and suppression 35410100 4100 FIRE CACHE Building Type Fire Cache Warehouses GRSF Buildings used for storage such as ammunition storage covered sheds and buildings primarily used for storage of vehicles or materials Also included are underground or earth covered ammunition storage bunkers and ma
21. 23 ANG ANIINGS CBs ct tose sd Ma EN SEE a a AO on tee FR ease DDS R DE 23 Locating a Location Asset Record 2 cece eee c cece eee e tence ee eee ee eens ee ea ea ea ea ea eaees 24 Deleting an Asset as ea Lue ae EREE ORE EE tain deb eee 25 Data Integrity hie cue suet ce a e atest a ale teed run ide k nende se 28 APPENDICES adeo ae EEN reg na ta pateaa ter daca alte E A teen tee einen ec EGE 29 APPENDIX A FRP Information Application Field Names and Default Values 31 APPENDIX B Creating a New FMSS Account Obtaining an Account eeeeeee eee 37 APPENDIX G DOLlGode Listlar aieiai g lle pede na a rr nye ele og i 39 APPENDIX D Utilization Building Types to Report and Calculations eeeeeee eee 61 APPENDIX E Units of MGASUIG 2 sce cicceneassconeneenan eccw uu nrentecceaxeradnea ceseueuesvewenbemerncnewenes 63 APPENDIX F Frequently Asked Questions cceceeeeee cent eect ee eee eee nerne rer kr 65 APPENDIX G Installation Data File ic ccrsgeks susie ccoceeie rd tees eee ten ener dee 71 APPENDIX H What s This Function References cccceeeeeee cece sees ee eeeaeeeaeaeaees 73 APPENDIX I Validation of PRP Dale ge core aaa a a a a tue seeeiese neat ese 79 APPENDIX J Restrictions Categories amp Codes 0 cecececec eee ee ee ee ee ee ee eeeeeeeaeeeaeaeaeaes 81 APPENDIX K Glossary of Tenms c idoiacs ction er cdc er soe eae eet 83
22. APPENDIX L Additional On Line Resources 0 00 ccc cece cece eeeeeeeeeeeeeeeeuueueeeeeeenens 89 Federal Real Property Information Application User Manual October 2007 Federal Real Property Information Application User Manual INTRODUCTION The National Park Service NPS along with all other federal agencies has a responsibility to ensure that all property entrusted to the federal government is well managed wisely used and used to achieve the desired results In February 2004 President Bush signed Executive Order 13327 This Executive Order EO requires federal bureaus to promote efficient and economical life cycle management practices and proper use of federal real property assets while emphasizing disposal of unneeded assets To meet these goals an Agency Senior Real Property Officer SRPO and the Federal Real Property Council FRPC were created EO 13327 also directs agencies to develop asset management plans and performance measures as well as to establish a government wide real property inventory database To comply with EO 13327 each federal agency including the Department of Interior DOI is currently working to align its large and diverse real property programs to meet current requirements as stipulated in the Executive Order EO 13327 aims 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 Natio
23. DE designate Real Property Type Parks should classify the asset using one of the following categories of real property valid codes are in parenthesis Land 20 Building 35 amp Structure 40 Parks should select the correct DOI Code from the pick list being certain to correctly identify the asset with respect to its asset code and type designation in the specification template The third and fourth digits of the DOICODE designate the Real Property Use And the fifth through eighth digits further define what specific type of asset it is Easement Restrictions including access for maintenance rights etc A non possessory interest in the land of another that gives the party a right of use over the other person s property for a designated purpose Enter Y if there are restrictions or N if there are not Environmental Restrictions clean up based restrictions etc Legally enforceable restrictions placed on the use of real property or any of its natural resources e g surface water or ground water due to the presence of hazardous substances pollutants or contaminants terms that are defined in the Comprehensive Environmental Response Compensation and Liability Act CERCLA 42 U S C 9601 14 and 33 and the need to protect human health and the environment from exposure to such hazardous substances pollutants or contaminants Enter Y if there are restrictions or N if there are not Facility Maintenance Cost Annual Park
24. F Structure QTY amp UM Quantity and Unit of Measure Parks should enter the Quantity associated with each structural record in the FRPCQTY attribute field and identify the Unit of Measure in the FRPCUM attribute field The FRPC units of measure do not always agree with park unit of measure Location Asset record screen and if necessary must be converted to the Real Property unit of measure before reporting Structure sizes vary between what FMSS is reporting and what GSA requires to be reported Refer to the unit of measure identified with the correct DOI Code or the Structure Unit of Measure Value List for the unit of measure to use for which structures Historic Status is reported on all buildings structures and land assets Has property been evaluated as Historic Enter Y or N In Service Date Date the asset came on line as an operating asset Lease Authority Indicator Only required for leased assets Identify which Lease Authority the asset is leased under Ernestine Armstrong in the WASO real property office would be the source for this information Lease Maintenance Indicator Lease Maintenance Indicator Indicate Yes Y or No N as to whether agency is responsible for maintaining the condition of the asset Required for all leased assets i e all assets with Legal Interest equal to Leased starting in FY07 Lease Cost Enter the annual cost of the lease Lease Operating Cost lf Lease Maintenance Responsibilit
25. FMSS databases remember to Logout off using File gt gt Exit All rather than X out of the system You can find this prompt in the top right corner of your screen 10 _ October 2007 Federal Real Property Information Application User Manual Accessing the AMRS and the Audit Reports There are two primary audit reports you will need to generate the FRP Internal Audit Report and the IDF Audit Report Only by carefully reviewing your park s assets in these reports will you be able to make the needed changes in the FRP Information application To access the AMRS click on Asset Management Reporting System within the Access to Other Applications section Figure 3 above df you want more information about using the AMRS follow the link below and click on Asset Management Reporting System manual http inside nps gov waso custommenu cfm lv 4 amp prg 193 amp id 1747 The next screen is a log on screen Provide your user name and password and continue to the following National Park Service U S Department of the Interior i f Home fa Favorites G FMSS Audit gt Q FRP gt Q Park Audit and Information Reports Folders Agency Code Using Organization Audit Report fu DOICODE Audit by Asset Code DOICODE Audit by Spec Temp Type E DOICODE UM Audit Report fu FMSSPROD FRP Comparison fu FRP Related Data Information Report Installation Data Files Audit N amp DOICODE Audit NPS Missing
26. Fields are almost always indicated on the screen by bold lettering These are the fields needed for WASO reporting and determining records for user restrictions For example Park Alpha is a required field for every record in the FMSS e Blue highlighting of text in fields in the FMSS screens indicates words or sections that cannot be modified by typing in that field e Gray highlighting of text indicates words or sections that can be modified October 2007 21 Cppley institute for Porky und Public Lands INISANA UNIFENHITY Federal Real Property Information Application User Manual Use standard measurement units when entering information into the FMSS Asset codes must be entered so that they are consistent with the WASO approved list Signature Security must be applied consistently across all park units All parks must be organized by an asset hierarchy reflecting location so that data can be rolled up consistently throughout the NPS e The only place you can use all uppercase letters is in the Park Alpha field Use upper and lowercase letters as appropriate in all other fields Once you have reviewed basic navigation rules for the FMSS you are now ready to locate the assets you previously identified as having errors that need correcting in the FRP Information application Use the following steps to locate an asset and enter the FRP Information application 22 October 2007 Federal Real Property Information Application User Ma
27. LAUNDRY specifically used for laundering clothes linens etc Building Type Laundry Law Enforcement 35290300 LAW ENFORCEMENT Building Center Building Type TBD designed to support local law enforcement operations and may include short term lockup area Library A building 35290200 LIBRARY Building used for a large Type systematically Library arranged collection of books for reading or reference Lighthouse A tower 35730100 LIGHTHOUSE Building building displaying a Type light or lights for the Lighthouse guidance of maritime vessels Lodge Motel Hotel 35800100 LODGING Building A building used for Type public Lodging accommodation Memorial Building 35803100 MEMORIAL Building A building erected Type as a memorial to a Memorial person or event October 2007 Oppley ik institute for Porky und Public Lands INISANA UNIVEREETY Federal Real Property Information Application User Manual Predominant Use FRPC UM DOICODE Value List Remarks Codes Mobile Home A GRSF 35300100 4300 MOBILE HOME Housing mobile building Type fitted with parts for Trailer connection to utilities that can be relocated and used predominantly for housing Includes single and double wide trailers used for government housing Multi Family Duplex GRSF 35300300 4300 DUPLEX Housing A building consisting Type Multi
28. N Natural Resource Restrictions Legally enforceable restrictions placed on the use of real property or any of its natural resources to protect a given resource from harm e g an endangered species or its habitat or to protect activities on the real property or the use of any of its natural resources from the harms caused by outside natural forces e g floodplains Enter Y if there are restrictions or N if there are not Non Contributing NHL NRL Dist Historical Status is reported on all buildings structures and land assets Is property a noncontributing element of a National Historic Landmark NHL or a National Registered Landmark District Enter Y or N Disposition Net Proceeds Required for Disposed assets only Report the proceeds received as part of the asset disposal less the disposal costs incurred by the agency Data reporting is required only for assets disposed through Sale or Lease Termination Not Evaluated Hhistorical Status is reported on all buildings structures and land assets Has property been evaluated Enter Y or N Restrictions Not Applicable Restrictions are non applicable to the real property asset Enter Y if there are restrictions or N if there are not National Register Listed Status is reported on all buildings structures and land assets Is property National Register Listed Enter Y or N National Register Eligible Historical Status is reported on all buildings structures and land asset
29. National Park Service U S Department of the Interior NATIONAL SERVICE Federal Real Property Information Application User Manual 2007 INDIANA UNIVERSITY Eppley Institute for Parks and Public Lands 501 N Morton St Suite 101 Bloomington IN 47404 Federal Real Property Information Application User Manual NATIONAL PARK SERVICE Tim Harvey Asset Management Program Program Manager National Park Service Ernestine Armstrong Team Leader Property Management National Park Service October 2007 Completed in accordance with Sub Agreement J2420060050 of the National Park Service Indiana University Cooperative Agreement CA H2420060015 ppley Steve Wolter Executive Director Christy McCormick Scott Stowers Project Team Project Team 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 Ernestine Armstrong Betsy Dodson Tree Gottshall Tim Harvey Dan LeMay Cindy Lucier Joan Metcalf Thaddeus McKoy Jeri Mihalic Rich Schneider David Wooden Contributing Eppley I nstitute Staff Matthew Berry Sarah Beth Grant Catherine Hall Suzanne Ingalsbe Christy McCormick Scott Stowers Other Contributors Duane Dupree This document may not be duplicated without the permission of the Eppley Institute for Parks and Public Lands acting on b
30. Porky und Public Lands INISANA UNIFENHITY Objectives Federal Real Property Information Application User Manual After reviewing the user manual users should be able to do the following e Understand that federal real property reporting in the NPS is being conducted in response to EO 13327 e Describe the federal real property reporting process and understand how the FRP Information application screens look and work e Update validate and certify the park assets for which they are responsible Generate and apply relevant reports e Explain who needs to be involved in the review and validation of federal real property including Administration and Facility Management Icons Given the changes in reporting requirements it is important that all data entered into the FMSS is accurate This manual will provide you with the information you need to achieve these objectives 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 ri L Q The computer monitor icon highlights keystrokes needed to input data into the software The wrench indicates useful tools or tips that can be used within the software including shortcuts or time saving methods in the application The caution sign indicates that you should be careful to pay particular attention to a specific aspect of the content as it will have an increased impact
31. Property district site structure or landscape that is no longer used for its intended purpose but is significant in American history architecture archeology or culture whose occupation and utilization has been interrupted or discontinued for an extended period of time Generally earthen including prehistoric and historic earthen mounds and earthworks stone or masonry architecture Service other than 40600000 SERVICE Other Asset buildings Structures used Structure Types for maintenance and repair such as underground fueling systems maintenance facilities and repair structures Solid Waste Recycling EA 40711400 5800 SOLID WASTE Solid Systems Solid Waste RECYCLE Waste Recycling Solid waste includes the collection and disposal of garbage construction debris commercial refuse sludge from water supply or waste treatment plants or air pollution control facilities and other discarded materials Recycling The series of activities by which discarded materials are collected sorted processed and converted into raw materials and used in the production of new products 58 October 2007 Federal Real Property Information Application User Manual Structures Predominant FRPC UM DOICODE Main AC Value List Remarks Use Codes EA Storage other than buildings Storage tanks silos igloos underground vaults and open storage improved areas This
32. SPI or CRY Report II Figure 4 AMRS FMSS Audit Folders October 2007 Oppley oe institute for Parks und Public Lands INDIANA UNIVEREETY Federal Real Property Information Application User Manual To find the FRP Audit Reports 1 You will need to run all the audit reports for accurate FRP reporting To do this click on the FMSS Audit folder 2 Click on the FRP folder 3 Click on the Park Audit and Information Reports To view the reports select the report by clicking on the title and select View You will be prompted for parameter selections Use the pick lists or type in the region and park in all capitals Figure 5 below Click the Add button next to the Discrete Value so that it appears in the white box below it Crystal Reports Viewer Microsoft Internet Explorer The report you requested requires further information Crystal Parameter Field s Select Region s From the List or Choose ALL This parameter has an Edit Mask gt LLL Discrete Value AKR Enter Park Code s or Select It From the List or Choose ALL This parameter has an Edit Mask gt LLL Discrete Value Remove Figure 5 Entering AMRS Report Parameters Once you have run a report you must export the data to Excel and adjust the column widths so that all the data is visible To adjust column widths see Figure 6 below Review data fields for all assets assure they are accurate and valid and note corrections that
33. State Country and Zip Code If you need to modify the street address of an individual asset then that will be done through the park in the FRP Information screen in FMSS e Verifying that assets belong within a certain sub installation If you are uncertain how your park s sub installations divide your park then you can reference the IDF October 2007 Oppley ig institute for Porky und Public Lands INISANA UNIFENHITY 72 Federal Real Property Information Application User Manual October 2007 Federal Real Property Information Application User Manual APPENDIX H What s This Function References Acquisition Method Method by which the asset was acquired Select from value list Air Rights Restrictions The right to use all or a portion of the air space above real property Such right is vested by grant e g fee simple lease or other conveyance Enter Y if there are restrictions or N if there are not City Parks should ensure that the name of the city or town associated with the reported Main Location in which the land parcel building or structure is located is entered and valid This field is associated with the Installation Data File IDF see App G County Parks should ensure name of the county associated with the reported Main Location in which the land parcel building or structure is located is valid This field is associated with the Installation Data File IDF See App G Congressional Dis
34. a new record you must first clear the screen Finally if you have made mistakes in entering a record you can use this function to clear the screen abort all your changes and start over S Run Reports These reports are not being updated in the FMSS All reports should be generated from AMRS This icon presents a list of the reports available from the current application To select a report highlight the report you want and then select Run which presents another dialogue box The first time you run a report select the default Preview OK which will allow you to note whether you ve chosen the right report as well as the length of the report sometimes reports can be hundreds of pages long Get Previous Record Once you are within a group of records resulting from a query this icon permits you to select the previous numerical AutoNumber record Get Next Record You can use this icon to pull up the next numerical AutoNumber record The enter key performs the same function as this icon amp View List or Globe When you select the icon on the toolbar that looks like a globe you initiate a global search of the FMSS database within the filters and queries selected Detail Button Two different drop down menus are used within the FMSS e Pick lists Provides a drop down list of field choices This list cannot be modified For example work category asset type e Value lists Provides a drop down list of field choices gen
35. a point of maximum occupancy generally during the seasonal hiring period to determine this percentage Once the percentage is determined it applies to all predominant use housing assets regardless if they are vacant or have a period of vacancy Multiple Occupancy Units Apartment buildings Dorms Bunkhouses etc are considered occupied if any portion i e room or individual apartment is occupied Calculation Number of housing assets occupied divided by the total number of housing assets Example Great Basin National Park has twelve occupied housing assets during their peak season and a total fifteen housing assets the calculation is 12 8 x 100 80 15 Refer to Table 1 for the resulting occupancy which in this case is under utilized Warehouse Gross Area From the Federal Real Property Information data Common Area Mechanical Electrical Rooms Restrooms Conference Rooms Break Rooms Stairwells Corridors Copy Rooms Offices Shops etc Net Square Usable Warehouse Area Gross Area SF minus the Common Area SF Actual Occupied Warehouse Area The amount of floor area used for storage SF Calculation Actual Occupied Warehouse Area divided by the Net Square Usable Warehouse Area Example Mammoth Cave National Park has a warehouse with 14 000 SF gross area and 1 000 SF of common area The Actual Occupied Warehouse Area in use is 12 500 SF 12 500 96 x 100 96 13 000 Refer to Table 1 for the resulting occupanc
36. age Systems System of pipes pumps valves tanks and regulators used to hold or dispense multiple grades and types of fuel underground or above ground EA 40400200 5700 FUEL STORAGE Fuel Systems October 2007 pley institute for Porky und Public Lands INIZANA UNIVEREETY 53 Federal Real Property Information Application User Manual Structures Predominant FRPC UM DOICODE Main AC Value List Remarks Use Codes Heating amp Cooling Plant 40711000 5300 HEATING amp COO Heating amp Cooling Plant that provides heating LING Plant ventilation and air conditioning systems to condition air for multiple buildings and or other structures of an installation Includes heating plants and related steam and gas lines IT System A system EA 40720130 5520 IT IT System composed of computer s peripheral equipment such as disks printers and terminals and the software necessary to make them operate together It also includes underlying technological components that constitute an organization s systems architecture The seven components of IT infrastructure are hardware operating system network database development environment user interface and application Kiosk Open air structure GRSF 40801500 4100 KIOSK Kiosk used for signs maps brochure racks or other information Levee Dike Water EA 40160400 6100 LEVEE DIKE Dam Levee Dike detention retention structure or retainin
37. al Interest Used to identify a real property asset as being owned by the Federal Government leased by the Federal Government i e as lessee or otherwise managed by the Federal Government List of Classified Structures LCS A list of important historic structures assets which are nationally recognized Mission Dependency The value an asset brings to the performance of the mission as determined by the governing agency This is derived from the API in the Location Asset application OMB Office of Management amp Budget Optional Field FMSS These fields allow you to provide additional information for park use and for customizing the FMSS to individual park needs Park Alpha Code A four character alphabetic code representing a NPS Unit derived from the first two characters of the first two words of the unit name In some cases a 3 digit alpha code is used i e Regions Parent Relationship FMSS Assets and work orders have a hierarchical relationship with Parent having a higher level than the Child PFMD Park Facility Management Division PM See Preventive Maintenance PMIS Project Management Information System 86 October 2007 Federal Real Property Information Application User Manual Preventative Maintenance Planned scheduled servicing repairs inspections and adjustments that result in fewer breakdowns prevent premature replacement and extend the useful life of facilities an
38. al waterway for Waterway navigation conveying water or for irrigating land Denotes main Asset Code related to this DOI Code Asset Code is from the Location Asset application October 2007 pley institute for Porky und Public Lands INIZANA UNIVEREETY 51 Federal Real Property Information Application User Manual Structures Predominant FRPC UM DOICODE Main AC Value List Remarks Use Codes Dam High Significant Hazard Dam with high potential for downstream loss of life and or significant economic damage due to dam failure These dams are 25 feet or more in height from the natural bed of the stream measured at the downstream toe of the dam and have a storage capacity of greater than 15 acre feet OR have an impounding capacity at maximum water storage elevation of at least 50 acre feet and a controlled outlet height of at least 6 feet 40160350 6100 DAM HIGH HAZARD Dam Levee Dike Dam Low Hazard Failure of these dams is expected to cause no loss of life They are located in undeveloped agriculture areas with occasional uninhabited structures or minimal outstanding natural resources and failure would cause minimum economic loss These dams are 25 feet or more in height from the natural bed of the stream measured at the downstream toe of the dam and have a storage capacity of greater than 15 acre feet OR have an impounding capacity at maximum water storage elev
39. arks is required at this time Q For categories of operating costs should any additional costs be included beyond those indicated in the definition A Initially WASO will be calculating operating costs at the constructed asset level on behalf of the parks using PWE budget and asset inventory information However in the future parks may be required to edit this field The following costs should be included 1 Recurring maintenance and repair costs 2 Utilities 3 Cleaning and or janitorial costs and 4 Roads and grounds expenses For leased properties parks should report annual lease costs plus any additional government operating expenses as defined above not covered in the lease October 2007 67 Cppley institute for Porky und Public Lands INISANA UNIFENHITY Federal Real Property Information Application User Manual Main Location Q For Main Location do Parks fill out both Street Address and Latitude Longitude information A Parks must report either Street Address or Latitude Longitude information If they choose to report both then the system will accept this Q If there is a security concern limited to reporting Main Location information then how is the information reported A If there is a security concern with the street address information or latitude longitude information then the agency should report the street address for the main gate or entrance If the asset is not located on a campus or installation
40. ation of at least 50 acre feet and a controlled outlet height of at least 6 feet EA 40160320 6100 DAM LOW HAZARD Dam Levee Dike 52 October 2007 Federal Real Property Information Application User Manual Structures Predominant FRPC UM DOICODE Main AC Value List Remarks Use Codes Dam Non Program A structure built across a watercourse to impound water and create a reservoir These dams meet one of the two following criteria They have a controlled outlet height less than 6 feet regardless of storage capacity or have a storage capacity of less than 15 acre feet regardless of height 40160330 6100 DAM NON PROGRAM Dam Levee Dike Dam Significant Hazard Dams assigned the significant hazard potential classification are those dams where failure or mis operation results in no probable loss of human life but can cause economic loss environmental damage disruption of lifeline facilities or can affect other concerns Significant hazard potential classification dams are often located in predominantly rural or agricultural areas but could be located in areas with population and significant infrastructure Flood Control and Navigation River improvements revetmenits dikes dams and docks EA EA or LF 40160340 6100 40180000 6100 6200 DAM SIGNIFICANT HAZARD FLOOD CONTROL Dam Levee Dike Dam Levee Dike Constructed Waterway Fuel Stor
41. ation sources Generating and or products for the production of power Pump House Well GRSF 35500500 4100 PUMP WELLHOUSE Building House A building Type used to shelter Pump Wellh pumps piping ouse pressure switches or other related equipment Restaurant A GRSF 35290900 4100 RESTAURANT Building building where Type meals are served to Restaurant customers It usually contains communal restrooms anda food preparation area Retail Store A GRSF 35800300 4100 RETAIL STORE Building building used to sell Type goods to customers Retail Store October 2007 47 ppley institute for Porky und Public Lands INISANA UNIVEREETY Federal Real Property Information Application User Manual Predominant Use FRPC UM DOICODE Main AC Value List Remarks Codes School Buildings GRSF 35230000 4100 SCHOOLS Building used primarily for Type formally organized School instruction such as schools for dependent children of federal employees Indian schools and military training buildings including specialized training facilities Service Shop GRSF 35600100 4100 SERV SHOP MAINT Building Maintenance Type Building used for Serv Shop performing various Maint service activities such as mechanical or preventive maintenance work on various vehicles welding sheet metal work and painting including auto shops carpenter shops metal shops
42. 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 onto your computer you do not already have an FMSS account please refer to Appendix B for instructions on how to obtain a Real Property Level account After you have an account return to this section to continue There are five primary steps to verifying and correcting data They are as follows 1 Access the AMRS and run the FRP Internal Audit Report and the IDF Audit Report 2 Identify the assets with inaccurate information in the FRP Internal Audit Report 3 Review the IDF Audit Report to verify that all counties within your park have a corresponding Sub installation code 4 Contact the FMP Help Desk to add any missing counties to the IDF Audit Report 5 Access the FMSS Location Asset record s and or move to FRP Information application and make necessary changes NOTE When you access a Location Asset record and its related FRP Information record validate all information paying special attention to the Sub installation DOI Code FRP Quantity FRP Unit of Measure Utilization fields and the fields associated with Historic status and Restrictions Users with access to the FRP Information application only will be able to edit the FRP application not the Location Asset application These users will have to work with their FMSS counterpart to make any changes to the data in the Location Asset appl
43. cations 35803000 4300 GARAGE DETACHED GRSF 35802900 4100 GREENHOUSE GRSF 35291000 4100 GYM REC CTR 4100 Housing Type Support Bldg Building Type General Building Type Gym Rec Center October 2007 i Federal Real Property Information Application User Manual FRPC UM DOICODE Predominant Use Codes Value List Hogan A typical dwelling of the Navajo Indians built of earth walls supported by timbers GRSF 35801700 4100 HOGAN Building Type General Hospital Buildings used primarily for furnishing in patient diagnosis and treatment under physician supervision and having 24 hour a day registered graduate nursing services This category also includes medical laboratories used for routine testing This category excludes buildings used directly in basic or applied medical research House Single Family Detached A building containing one single housing unit designed for occupancy by an individual or family GRSF GRSF 35210000 35300200 4100 4300 MEDICAL HOUSE Building Type Medical Housing Type Single Family Housing Buildings primarily used as dwellings for families dependents Includes apartment houses single houses row houses public housing military personnel housing federal employee housing and housing for institutional personnel If housing is designated as historic the foll
44. cific to assets location Imported from IDF file based on Sub Install field on Main Location Asset screen See App G County County information specific to assets location Imported from IDF file based on Sub Install field on Main Location Asset screen See App G State State information specific to assets location screen See App G Zipcode information specific to assets Imported from IDF file based on Sub Install field on Main Location Asset Imported from IDF file based on Sub Install field Zip code location on Main Location Asset screen See App G Imported from IDF file Sub Zipcode related to assets based on Sub Install field Sub Zip code on Main Location Asset Zipcode screen See App G Primary Latitude Primary Starting Latitude of asset if known In Decimal format only Primary Longitude Primary Starting Longitude of asset if known In Decimal format only Second Latitude Ending Latitude of asset if known In Decimal format only Not Required Second Longitude Ending Longitude of asset if known In Decimal format only Not Required Third Latitude Not required for FRP Optional field Third Longitude Not required for FRP Optional field Fourth Latitude Not required for FRP Optional field Fourth Longitude 34 Not required for FRP Optional field October 2007 Federal Real Property Information Appl
45. d Specification Template 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 utilizes a numeric rating system whereby assets are ranked Child Relationship FMSS Assets equipment and work orders can have a hierarchical relationship with a Child having a subordinate relationship to the Parent Citrix Server FMSS An application server with Citrix Metaframe Server software Citrix Metaframe extends the thin client Windows Terminal Services operating system Applications are published to Citrix Users connect to the published application remotely and use the application within a Window on their desktop as if they were at the server All computer resources to use the application are used at the server The Citrix Server communicates with the users via the Citrix Independent Computing Architecture ICA and the Citrix Client software resident on their computer The ICA communication uses minimal bandwidth i e thin client Also Citrix ICA requires the equivalent of a 286 processor and minimum 640 KB of RAM to operate October 2007 83 Cppley institute for Porky und Public Lands INISANA UNIFENHITY Federal Real Property Information Application User Manual Cost Estimate An educated guess of what an item would cost to repair or replace The estimate is based on previous experience with like assets in similar condition and or develop
46. d equipment PRV Plant Replacement Value In FMSS this is the CRV Real Property Any interest in land and anything permanently attached to it including structures fixtures and their improvements Recommended Field FMSS These fields are not indicated on the screen but will link other NPS programs to FMSS and reduce duplicate entries across park unit disciplines It is highly recommended that these fields be completed to allow for a smooth transition when this interfacing takes place Regional Coordinators Regional Directors Office Coordinators responsible for providing support and direction over the System Support Offices and Field units Park Service areas assigned to them Rentable Square Feet Rentable space is the area for which a tenant is charged rent It is determined by the building owner and may vary by city or by building within the same city The rentable space usually includes a share of building support common areas such as elevator lobbies building corridors and floor service areas Floor service areas typically include restrooms janitor rooms telephone closets electrical closets and mechanical rooms The rentable space generally does include vertical building penetrations and their enclosing walls such as stairs elevator shafts and vertical ducts Presently all GSA Public Buildings Service Bills for Space and Services are calculated in rentable square feet therefore in order to determine the BOMA usable
47. d validate and maintain the accuracy of the FCI Mission Dependency Performance Measure 3 The Asset Priority Index API field on the Location Asset application main screen will be the determining source for the Mission Dependency category which is defined as the value an asset brings to the performance of the mission as determined by the governing agency Figure 2 below Annual Operating Costs Performance Measure 4 To meet this reporting requirement parks should document actual operating costs in the FMSS as well as preventive and recurring maintenance costs by individual asset This data is presently being reported by pro rating budgeted operations and maintenance costs using the Primary Work Elements PWE and other factors October 200 P ctober 7 Oppley institute for Porky und Public Lands INISANA UNIFENHITY Federal Real Property Information Application User Manual CATEGORY High Priority Assests Better Condition Low Priority Assests a lt 5 B fa r a D 7 lt Better Condition High Priority Mission Critical Assests Worse Condition Mission Dependent Not Critical Low Priority Assests 13 Pl Not Mission Dependent Facility Condition Index FCI Figure 2 Mission Dependency Performance Measure Federal Real Property Information Application To transfer the federal real property data to the live FMSS production environment and allow parks and FRP manage
48. e Field must be two numbers only no state abbreviations can be used for FRP reporting b October 2007 Federal Real Property Information Application User Manual Block 2 FRP Information Continued Remarks Default Value Other Congressional District Additional Congressional District if applicable Field must be two numbers only no state abbreviations can be used for FRP reporting Environmental Restrictions YorN N Natural Resource Restrictions YorN N Cultural Resource Restrictions Y or N N Development Restrictions Yor N ee Clause from Deed YorN N Zoning Restrictions YorN N Easement Restrictions YorN N Rights of Way Restrictions YorN N Mineral Interest Restrictions YorN N Water Rights Restrictions YorN N Air Rights Restrictions YorN N Other Restrictions YorN N Restrictions Not Applicable YorN Y Facility Maintenance Cost baT skele 0 00 Facility Operation Cost Not editable Populated for the 0 00 park using PWE and O amp M data October 2007 ppley institute for Porky und Public Lands INISANA UNIVEREETY 33 Federal Real Property Information Application User Manual Block 3 Geographical Location Street Address Remarks Street information specific to assets Default Value Imported from IDF file based on Sub Install field on Main Location Asset screen See App G City City information spe
49. e The FCI rating is a ratio of the cost of repair of the asset s deficiencies divided by the current replacement value for the asset Good 0 10 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 11 14 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 15 49 Assets in poor condition typically require Repair Rehab funds to bring them to good condition Line item funds may be used to reduce the more expensive complex deferred maintenance items Serious 50 Assets in serious condition Heritage assets Strongly consider stabilization restoration Non heritage assets strongly consider replacement 84 October 2007 Federal Real Property Information Application User Manual Facilities Management The planning prioritizing organizing controlling reporting evaluation and adjusting of facility use to support NPS activities based upon customer s facility needs and the Service wide and Area s mission requirements Facility Management Software System FMSS Maximo An asset based work identification work management and work analysis program This cradle
50. e NPS is exempted from the requirement to report park lands as assets According to EO 13327 public domain land or land reserved or dedicated for national park purposes except for improvements to those lands is excluded from being reported reporting is optional In accordance with this the NPS will exclude the reporting of lands All other park constructed assets will be reported as buildings or structures in accordance with the approved DOI Code list see Appendix Four of the 24 data elements are considered to be asset performance indicators On a quarterly basis the NPS must report on these four performance measures to the DOI This regular reporting requirement is met by WASO using the FMSS data maintained by the park units Your efforts to review and validate federal real property at your park are vital to meet these reporting requirements These performance measures are defined as follows Utilization Performance Measure 1 Parks should capture and maintain utilization as prescribed in the FRP Information application This applies only to Offices Hospitals Warehouses Laboratories and Housing Populating this field for other building uses in the FRP Information application is not required See more information about utilization in Appendix D Condition Index Performance Measure 2 The Condition Index will be derived from the Facility Condition Index FCI field on the Location Asset application main screen Parks shoul
51. e for Porky und Public Lands INISANA UNIFENHITY 30 Federal Real Property Information Application User Manual October 2007 Federal Real Property Information Application User Manual APPENDIX A FRP Information Application Field Names and Default Values f Note that fields with default values are indicated in the right column Block 1 General Information Remarks Default Value Linked to Location Asset Number Must match record in Location From the FRP Asset Number Asset Application Referred to inthe Location Asset FRPP as the Real Property Unique screen Identifier Linked to Location Asset Number From the Location Description Plus Long Description field Location Asset screen Must match record in Location From the Park Alpha Code Asset Application Linked to PAC Location Asset screen Identifies assets original use or From the i design if it has been converted or is Location Asset Reo Ondine lee Dasig being used in a manner other than screen its original function Open field Identifies current predominant use of From the asset as identified by the Assets Location Asset Asset Current Primary Use DOICODE screen October 2007 Cppley institute for Parks und Public Land INISANA UNIVERSE Y 31 32 Federal Real Property Information Application User Manual Block 2 FRP Information Remarks Combines FRP Property Type and Use data elements Match Defau
52. ecords or after you save a new or modified record e Modify Any time you are in the Browse or Query mode and you change the information you are automatically moved into the Modify mode If you choose to save the information then you have changed that part of the database Types of Fields There are three types of fields in the FMSS To use the software effectively it is important to understand the distinctions between these types Required Fields These fields are almost always indicated on the screen by bold lettering These are the fields that are needed for WASO reporting and for determining records for user restrictions Populating required fields is an FMSS system rule discussed later in this chapter Recommended Fields Recommended fields are not indicated on the screen but they will link other NPS programs to the FMSS and reduce duplicate entries across park unit disciplines It is the use of recommended fields that will make database queries more effective and ultimately will allow the FMSS to serve as a more expansive application in park unit management Future interfacing is expected to include PMIS GPRA and LCS and it may actually replace other database systems currently in use It is highly recommended that these fields be completed to allow for a smooth transition when this interfacing takes place Optional Fields The optional fields are all other fields These fields allow you to provide additional information for park
53. ed using a cost estimating program Condition Index Cl A general measure of the constructed asset s condition at a specific point in time Cl is calculated as the ratio of Repair Needs Deficiencies to Replacement Value In FMSS this is the FCI and it resides in the Location Asset application Cost of Ownership Cost of ownership of a building is the total of all expenditures an owner will make over the course of the building s service lifetime Current Fiscal Year The fiscal year that immediately precedes the budget year Cyclic Maintenance Work activities that recur on a periodic cycle of greater than 1 year Typical projects include re roofing or re painting buildings overhauling engines and refinishing hardwood floors 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 DOI Department of Interior Equipment FMSS A piece of rolling stock or a mechanical device used as part of an asset upon which work is performed Also know as Features Examples include a generator or an HVAC system Facility Condition Index FCI FMSS A measure of a facility s relative condition at a particular point in tim
54. ehalf of Indiana University The National Park Service and federal agencies may duplicate 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 TABLE OF CONTENTS INTRODUGTION as sisccpssarcictidesey rear Eee isbn ia a cy ath aieinanon STEN daer macs es 1 PUM DOSC aesthetic ny cet N EE Ea A E es ta ce lac tt aah ahead hae ee Hace ice 1 Object es e atthe atte Ath rita Ath ated te tht eid tebe ior Deere ED atin 2 ICONS seats os esau gree bea ciel de hocks RAT ce E sedans E a EA AREO VEE EEEN NEEE 2 Benefits and Limitations of the Application cccceceeeeeeeee eee ee ee eee eeeeeeeeeeeeees 3 FEDERAL REAL PROPERTY BACKGROUND AND EXECUTIVE ORDER 13327 5 QUICK USER GUID Exon cures snase incre S A A re een a A E a EAR 9 Purpose and USE x cia inea a a a a a E A A well E Aa a ube 9 Accessing the AMRS and the Audit Reports cccceeee cece cece cece esse ee eeeaeaeaeaes 11 Adjusting Column Widths in Excel 2 22c cchdce tad edekoneelasennabecatidecacedededadesaendeawlads 14 Generating the Installation Data Files IDF Audit Report cceceeeeeeeeeeeee ees 16 Basics of FMSS Navigation icc css te caus casa peered wtion a ert kr ktr ET sleeeneceeetpeems 18 USING THE FMSS AND THE FRP APPLICATION INFORMATION
55. empt from reporting land DO NOT USE Building Type General Housing Type Multi Unit Building Type Auditorium 39 Federal Real Property Information Application User Manual Predominant Use FRPC UM DOICODE Main AC Value List Remarks Codes Auto Service GRSF 35600200 4100 TRANSPORT Building Refueling Building Type used for the Transport maintenance Bldg service repair and fueling of vehicles equipment Service Gas station Barn Stable A GRSF 35801300 4100 BARN STABLE Building building used to hold Type Barn or shelter animals or Stable livestock feed May also contain feeding exercise or birthing areas Storage Physical GRSF 35800400 4100 STORAGE Building storage only of Type material supplies Storage and equipment that is not managed as part of a warehouse system Cabin A building GRSF 35300500 4300 CABIN Housing with fewer utilities Type TBD and or rooms than a typical single family house Clinic A building GRSF 35290500 4100 CLINIC Building where medical Type personnel Medical administer to outpatient treatment Comfort Station A GRSF 35802200 4100 COMFORT STATION Building building with fixtures Type for defecation and Comfort urination washing Station and sometimes showering that may include a septic vault Communications GRSF 35722000 4100 COMMUNICATIONS Building Bldg Buildings used Type for telephone and Co
56. enali Park Road Unpaved Route 010w DENA 1100 OPERATING 88 18 422 171 00 NPS 40760120 152 50 LM i 33571 Access Road Route 103 Wonder Lake Campground DENA 1100 OPERATING 65 531 042 00 NPS F 40760121 3 14 LM r 39574 REMOVED Loop Road Route 10 Hotel DENA 1100 REMOVED 90000000 0 00 EA r 33575 Headquarters Access Road Route 203 DENA 1100 OPERATING 88 100 624 00 NPS F 40760121 0 22 LM r 39576 REMOVED Access Road Unpaved Route 203 Headquarter DENA d 1100 REMOYED 60 NPS F 40760121 0 00 LM r 33577 Concessions Access Road Route 204 Savage River Cam DENA d 1100 OPERATING 55 53 532 00 CONCESSION 40760121 0 60 LM r 39578 Access Road Route 205 Sanctuary Campground DENA 7 1100 OPERATING 86 21 744 00 NPS F 40760121 0 20 LM f 33573 Access Road Route 206 Teklanika Camp ground DENA 1100 OPERATING 65 50 253 00 NPS 40760121 0 32 LM r 33581 Loop Route 207 Igloo Campground DENA 1100 OPERATING 65 10 630 00 NPS 740760122 0 22 LM F 33582 Wonder Lake Campground Loops Route 208 DENA d 1100 OPERATING 65 46 388 00 NPS F 40760121 0 48 LM f 39583 Concessions Savage River Campground Loop A Route 21 DENA r 1100 OPERATING 55 10 000 00 CONCESSION 740760121 0 48 LM r 33584 Teklanika Campground Loop A Route 2104 DENA noo OPERATING 65 145 445 00 NPS F 40760121 0 42 LM r 39585 Sanctuary Campground Spur Route 211 DENA 1100 OPERATING 65 27 053 00 NPS F 40760121 0 14 LM f 39586 REMOVED Loop Route 220 Morino Campground DENA 7 1100 REMOVED NPS 90000000
57. er 2007 37 Cppley featitute for Parks and Public Lands INDIANA UNIVER Y 38 Federal Real Property Information Application User Manual October 2007 Federal Real Property Information Application User Manual APPENDIX C DOI Code List Not Applicable and Land Predominant Use FRPC UM DOICODE Value List Codes Not Applicable Not Applicable Land Institutional AC 20200000 3100 LAND INSTITUTIONAL Not Intended for Maintained Landscapes see Structures 40 Buildings Type 35 Building FRPC UM DOICODE Main AC Value List Predominant Use Codes All Other Buildings GRSF 35800000 4100 ALL OTHERS BLDGS Buildings that cannot easily be classified elsewhere Use this code if no other applies Animal Shelter A GRSF 35800900 4100 ANIMAL SHELTER building used to provide animals shelter from inclement weather Apartment A GRSF 35300400 4300 APARTMENT building consisting of multiple single family housing units with access from a common corridor Auditorium A GRSF 35291400 4100 AUDITORIUM building used to accommodate listening to or viewing of performances by seated students and or guests Denotes main Asset Fe OASE eo T related to this DOI Code Asset Code is from the Location Asset application October 2007 pley institute for Porky und Public Lands INIZANA UNIVEREETY This is for denoting areas and other non reportable records in FMSS NPS is ex
58. erated as data is entered Therefore as you make changes to the database the value list may also change For example tool list labor list Screen Modes There are four different screen modes that are important to understand Query Insert Browse and Modify All FMSS screens function in one of these four modes Themode is displayed in the bottom left corner of the status bar October 2007 19 ppley Irntitube for Parks und Public Lands INDIANA UNIFERHITY Federal Real Property Information Application User Manual e Query When you open an application you are automatically in the Query mode This means you are able to query or ask for information from the database When you are in Query mode you can only ask for information you cannot add change or delete information from the database If you attempt to do so the FMSS automatically switches to Modify mode e Insert While in the Insert mode you can add a new record into the database You can enter the Insert mode by clicking on the Insert icon or by selecting Insert from the menu bar and then selecting Insert with AutoNumber e Browse The browse mode allows you to view the full contents or a portion of the contents in the database You can browse through a record within an application but you cannot change the database If you attempt to do so the FMSS switches to Modify mode You are automatically in Browse mode after you execute a query when you look through selected r
59. es Utility Systems Heating sewage water and electrical systems when they serve several buildings or other structures of an installation When these systems serve a single building that is reported separately include the utility systems cost in the cost of the building Includes heating plants and related steam and gas lines sewage disposal plants storm and sanitary sewer lines water treatment plants wells pump houses reservoirs and pipelines Also includes electrical substations standby or auxiliary power plants lighting structures and conduits 40710000 5100 5200 5300 5400 UTILITY SYSTEMS Water System Wastewater System Heating amp Cooling System amp Electrical System Wastewater Systems Wastewater systems when they serve several buildings or other structures of an installation When these systems serve a single building that is reported separately includes storm and sanitary sewer lines wells pump houses reservoirs and pipelines EA 40710700 5200 WASTEWATER Wastewater System Water System Open or closed systems used to distribute water by gravity or pressure from a collection point to use point s This would include a facility that treats raw source water to produce a safe and potable domestic water supply Can also be used to remove heavy metals salts contaminants and other toxic chemicals or biological agents from raw
60. et FRP Quantity e Buildings and housing use the Square Foot Unit of Measure For these asset types the FRP Quantity should always equal the Gross Square Feet Quantity field in the Asset Specification Template and both should be accurate Legal Interest e f Legal Interest indicates Fed owned Property or Fed Leased Property and Using Organization is anything other than 1477 then Rights Outgranted field must be Y e f Legal Interest indicates Fed Leased Property then either GSA Leased or Direct Leased fields should be Y e f Legal Interest indicates Fed Leased Property then Acquisition Method should Leased e f Lease Maintenance Indicator Y then Legal Interest must indicate Fed Leased Property e f GSA Leased then Legal Interest field should indicate Fed Leased Property e f Direct Leased then Legal Interest field should indicate Fed Leased Property Rights Outgranted e f anon NPS entity occupies more than 50 of the asset then Rights Outgranted Y and the Using Organization should be selected from the pick list October 2007 ppley institute for Porky und Public Lands INISANA UNIFENHITY 79 Federal Real Property Information Application User Manual e f Rights Outgranted N then Using Organization should be 1417 e f Legal Interest indicates Fed owned Property or Fed Leased Property and Using Organization is anything other than 1477 then Rights Outgranted field must be Y Using Organizatio
61. g in y welcome to the new FMSS Login i klcome to the new FMSS login This new feature means that you won t have to log in multiple times for User name ferent FMSS databases Once logged in you will see only the FMSS applications for which you have phts Password DE 2 If you are having trouble accessing FMSS from the new login you can access FMSS from the hl Advanced Options gt gt gt Secondary FMSS Login located here Return to FMP Portal Message Center The Message Center displays any information or error messages that may occur Figure 9 Logging into the FMSS 1 Enter your User name and Password 2 Click on Log In Z NPS FMSS Login Microsoft Internet Explorer Fie Edit View Favorites Tods Help Q x amp x E e Ei Search P Favorites amp od eae Lag EH Fel 33 Address 2 http 165 83 203 24 Citrix MetaFrame site default aspx a Park Facility Management A Facility Management Software System Applications 3 a Welcome to the new FMSS Login top E up FMSS Applications Welcome to your personalized view of your FMSS applications The Applications box contains icons for amp the FMSS applications that you can use Click an icon to launch an application Click Refresh to view the b latest applications Click Settings to change your settings If you have problems using an application CESSPROD FMSSPROD please contact the FMP help desk for more information Me
62. g wall that impounds bodies of relatively shallow water or protects facilities from flood runoff or to create or restore wetland habitat Levees are generally earthen structures designed to retain water within a floodway and protect adjacent areas Maintained Landscapes EA 40800500 3100 MAINTAINED Maintained Land that is maintained for LANDSCAPES Landscapes aesthetic purposes e g natural or developed land formations Also see Campground and Picnic Area 54 October 2007 Federal Real Property Information Application User Manual Structures Predominant FRPC UM DOICODE Main AC Value List Remarks Use Codes Y Marina Waterfront S 40130000 6300 MARINA WATE Marina Waterfront System A facility or system RFRONT System primarily used for marine operations It may include piers jetties seawalls docks bulkheads boat launch etc Monuments and Memorials A structure erected or place in memory of the dead an event or action Generally defined as simple outdoor memorials markers or informational posts They usually consist of a concrete masonry stone or wood base supporting a monument sculpture or Monument A structure EA 40780300 7100 MONUMENT Monument Memorial plaque constructed out of a number of different erected to commemorate a 40780000 7100 MONUMENT ME MORIALS materials person or event Outdoor scu
63. ganization that received the asset Data reporting is required only for assets disposed through Federal Transfer or Public Benefit Conveyance Reporting Agency Code Reporting Agency refers to the Federal Government Agency Bureau reporting the property to the FRPC Inventory database The agency bureau code is a four digit GSA provided code identifying the agency The first two digits identify the agency the last two digits identify the bureau within the agency NPS occupied assets have a Reporting Agency Bureau Code of 1417 14 DOI and 17 NPS Reversionary Clause from Deed Interest that exists when the grant is limited such that it may possibly terminate on the occurrence of a condition subsequent and title to the property returns to the original owner Enter Y if there are restrictions or N if there are not Rights of Way Restrictions A right belonging to a party to pass over land of another The interest is the same as an easement with the owner of the soil retaining all other rights and benefits of ownership consistent with the easement Enter Y if there are restrictions or N if there are not State Parks should ensure the name of the state associated with the reported Main Location in which the land parcel building or structure is located is valid Enter the 2 digit abbreviated code for the state This field is associated with the Installation Data File IDF see App G Street Address Parks should ensure that the st
64. gazines This category excludes water reservoirs and POL storage tanks which are storage structures 35410000 4100 WAREHOUSE Building Type Warehouse Water Treatment GRSF Bldg A building housing water treatment systems to purify water 50 35500300 4100 WATER TREATMENT Building Type Water Treatment October 2007 Federal Real Property Information Application User Manual Structures Type 40 Structures Predominant FRPC UM DOICODE Main AC Value List Remarks Use Codes All Other Structures 40800000 ALL OTHER Other constructed assets STRUCTURES 40802100 7900 eee EATE Amphitheaters that cannot be readily classified under other categories Amphitheater A designated area with seating where participants can gather for movies nature talks interpretive presentations etc Campground designated public use area for camping Aviation System A 40120000 6400 AVIATION Aviation System Transportation system that involves air travel and includes airports airplanes airstrips and associated communication and location tracking systems 40801800 3100 MAINTAINED Campground LANDSCAPE Communications Ml or EA 40720000 7400 COMMUNICATI Communications Telephone and telegraph ON TOWERS lines data cables radio towers and other communications related structures Constructed Waterway An 40160120 6200 WATERWAY Constructed artifici
65. ication D s October 2007 Cppley ieatitute for Parks and Public Lands INDIANA UNIVERSITY Federal Real Property Information Application User Manual To access the AMRS and the FMSS you will need to access the FMSS login page at the following web address http pfmd1 nps gov FMP fmss Da You may want to add this page as a Favorites in your browser to more easily navigate between the AMRS application and the FMSS Park Facility Management Facility Management Program Portal Upgrade included single sign on Use FMSS PROD B FMSS TRAIN FMSSPRAC B Production link to access all FMSS databases Once you ve logged in only the CESS B CESS TRAIN Pa GE that you have user rights for will og in to FMSS Databases Related Information e FMSS Production e Account Management how to get an account e CAC Explorer restricted access for contractors e Password Policy e Mobile FMSS Practice restricted access for approved users Printing in FMSSICESS Log in to Other Applications e AMRS a k a Crystal Enterprise e API Worksheet e Contracted Condition Assessment Web Page e QuickPlans To access AMRS e Mobile FMSS Request Approval restricted access for regional coordinators Need Help For assistance related to FMSS condition assessment and cost estimating please contact the FMP Help Desk via Lotus Notes email or call 303 969 2609 Figure 3 FMSS Login Page a g Previous Newsflashes After accessing the
66. ication User Manual Block 4 Lease Information Remarks Default Value Identify Lease status Not Leased Leased For leased assets identify what authority Lease Authority Indicator they are leased under Lease Maintenance Indicator Y or N Required for leased assets N Lease Cost Lease Operating Cost Identify Lease Cost if applicable Identify Lease Operating Costs if applicable Lease Terms Identify Lease Terms if applicable Usable Space Identify Usable Space if applicable Rentable Space Block 5 Acquisition Disposition Information In Service Date Original Acquisition Cost Acquisition Method Depreciation Method Disposition Date Disposition Method Identify Rentable Space if applicable Remarks Requested by NPS Real Property Mgmt Not required Requested by NPS Real Property Mgmt Not required Requested by NPS Real Property Mgmt Not required Requested by NPS Real Property Mgmt Not required Required if asset has disposition or Status has changed to REMOVED since last FY report Required if asset has disposition or Status has changed to REMOVED since last FY report Default Value Disposition Value Required if asset has disposition or Status has changed to REMOVED since last FY report Can equal the CRV Disposition Net Proceeds Disposition Recipient October 2007 Required for Sale or Lease Termination if asset has dispositi
67. ior Real Property Officer Usable Square Feet Shall be computed by measuring the area enclosed by the finished surface of the room side of the corridors corridors in place as well as those required by local codes and ordinances to prove an acceptable level of safety and or to provide access to essential building elements and other permanent walls and the center of tenant separating partitions Building common areas are considered to be part of floor usable area No deduction shall be made for columns and projections necessary to the building Where alcoves recessed entrances or similar deviation from the corridor are present BOMA Usable Square Feet shall be computed as if the deviation were not present Building Owners and Management Association Utilization The state of having been made use of i e the rate of utilization Value List FMSS A pre programmed set of values attached to a field The field will only allow the user to enter one of the values contained in the value list WASO Washington Office Work Breakdown Structure WBS CESS A property of 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 XML Extensible Markup Language 88 October 2007 Federal Real Property Information Application User Manual APPENDIX L Additional On Line Resources Director s Order 80 Real Property Asset Management http
68. ll individuals with last names that start Smi as in Smith or Smits For example X where X is a keyword in the work order description such as roof in roof repair or road in Spring Road Opening e _ underscore Takes the place of one and only one character For example Bldg 1_ returns a list of all buildings with a two character designation that begins with 1 e g 1A 12 etc The placement of wildcard characters is important for locating the information you need For example roof will produce results that include roof repair but roof will not Other tips that help with queries and reports include the following o You can use the symbols gt Greater than lt Less than the serves asa symbol for not equal o CTRL ENTER allows backwards scrolling through a query o CTRL Click to select specific records from a view list that you wish to bring up on the screen o To find the number of database records that meet the query criteria click on the appropriate action from the menu bar e g In Location Asset application you click on Location Asset Find in Work Order Tracking and most other applications you click on View AND then click on COUNT RECORDS System Rules The system rules for the FMSS identify standardized requirements for how to operate and use the software The following system rules must be followed when working with the FMSS e Required
69. lpture EA 40780100 7100 SCULPTURE Monument Memorial Outdoor structure statuary marker or an informational post that may consist of concrete masonry stone wood etc Parking Garage A multi SY 40660200 1300 PARKING Parking story structure used for GARAGE 40660100 1300 PARKING AREA SY temporary occupation of vehicles 40660000 1300 PARKING Parking Parking Lot Area A flat single level designated area used for temporary occupation of vehicles Parking Structure Independent structures or areas used for non residential parking of more than two vehicles October 2007 55 Cppley institute for Porky und Public Lands INIZANA UNIVEREETY Federal Real Property Information Application User Manual Structures Predominant FRPC UM DOICODE Main AC Value List Remarks Use Codes Phone System External 40720120 5510 PHONE Phone System systems that support building infrastructure requirements for communications Includes but not limited to telephones intercoms emergency equipment security and safety systems low or high water level alarms etc May include cabling wiring antennas satellite dishes and switching devices Picnic Area A designated EA 40801900 3100 MAINTAINED Picnic Area area that may include picnic LANDSCAPE tables solid waste containers restroom etc Power Development and 40150000 5400 POWER DEV amp Electrical System Distribution Hydroelectric 6100 DIST and other
70. lt Value DOICODE to Asset type and its 00000000 DOICODE current predominant use Note GSA Code Property Use Legal Interest Enter the asset s legal interest Fed Owned Identify FRP quantity May need to ERE Quantity be converted to match FRP UM i area Enter the asset s utilization rate as pa Utilization calculated by the park Utilized FRP Unit of Measure Identify FRP UM for asset EA Rights Outgranted Identify if the asset is out granted N Reporting Agency Identify what agency is responsible 1417 National Park for reporting the asset Service Using Organization Identify what organization is using 1417 National Park the asset Service Historic Identify if asset is Historic N National Historic Landmark Identify if asset is NHL N National Register Listed Identify if asset is NRL N National Register Eligible Identify if asset is NRE N Non contributing NHL NRL Identify if asset is in a non N District contributing NHL NRL District J Identify if asset is has NOT been Not Evaluated evaluated for Historic significance Y Identify if asset is has been Evaluated Not Historic evaluated and does NOT have N Historic significance Field must be two numbers only no Primary Congressional District state abbreviations can be used for 00 FRP reporting i e Representatives At Large 00 Second Congressional District Additional Congressional District if applicabl
71. measured along the center of the roadway of more than 20 feet between under cropping of abutments or spring lines of arches or extreme ends of openings for multiple boxes May also include multiple pipes where the clear distance between openings is less than half of the smaller contiguous opening AASHTO Road Paved Improved 40760100 1100 surface constructed of paving materials used for vehicular transportation Road Tunnels A structure 40760310 1800 ROAD TUNNEL Road Tunnel that is constructed by 2300 excavating through natural ground to convey vehicular traffic May also include the conveyance of water conduits and or pipes Road Unpaved Graded LM 40760110 1100 UNPAVED drained surfaces other than pavement i e stone gravel etc used for vehicular transportation October 2007 Cppley a institute for Porky und Public Lands INIZANA UNIVEREETY Federal Real Property Information Application User Manual Structures Predominant FRPC UM DOICODE Main AC Value List Remarks Use Codes Roads Bridges amp Tunnels LM or SY 40760000 1100 ROADS Roads Bridges Federally owned highways 1700 BRIDGES roads related culverts and 1800 TUNNELS connecting bridges 2200 Includes surfaced and unsurfaced roads within national parks and forests military installations and other federal installations Ruin or Archeological Site EA 40780200 7200 RUIN Ruin
72. mmuni telegraph systems cations data transmission satellite communications and or associated with radio towers or other communication facilities E October 2007 Courthouse A Federal Real Property Information Application User Manual Predominant Use FRPC UM DOICODE Main AC Value List Codes 35290400 COURTHOUSE building in which Building Type TBD GRSF 4100 court proceedings are held or historically were held Cultural Center A GRSF 35801600 4100 CULTURAL CENTER building used for training and refinement of the mind pertaining to American Indian and other cultural practices interest taste skills arts and crafts Day Care Building GRSF 35230100 4100 DAYCARE that houses a learning centers nurseries for preschool children Building Type Cultural Center Building Type School Dining Hall GRSF 35291300 4100 DINING HALL Building Cafeteria Building Type TBD containing kitchen facilities food preparation areas serving areas and table areas for dining Dispensary A GRSF 35290600 4100 DISPENSARY Building building that has Type medical services Medical available which has one or several of the following a medical treatment facility basic medical supplies services a dental facility or x ray equipment Dorm Bunkhouse GRSF 35310000 4300 DORM BUNKHOUSE BARRACK Housing Barrack A building Type TBD predominantly constructed to
73. ms I Rentable Space I i Usable Space I Acquisition Disposition Information In Service Date a Acquisition Method I ET Original Acquisition Cost 50 00 Depreciation Method I Disposition Date a Disposition Method __ aj Disposition Value I Disposition Net Proceeds I Disposition Recipient I Last Modified By JRCHANEY Modified Date pa 8 2007 al Figure 14 FRP Information Application Screen pley institute for Parks und Public Lands INDIANA UNIVEREETY 27 Federal Real Property Information Application User Manual Based on your review of the audit reports make corrections in the appropriate fields be sure to save your work by clicking the save icon or pressing F5 on your keyboard before moving on to the next record The appendices will provide valuable resources if you have any questions about which selections are appropriate EI You will be able to and should correct street addresses for individual assets in the FMSS but it will not change data in the IDF Only Sub installation addresses are listed in the IDF and they can only be changed by a request to the FMP Help Desk at FMP Help Desk nps gov or 303 969 2609 A If you have questions about a field you can right click on the field and select What s This See Appendix H What s This Function References for a complete listing of these references NOTE Locked fields appear in gray These are fields that you cannot edit or modify in any
74. n NPS reported federal real property data for the first time using the Facility Management Software System FMSS for FY 2005 end of year reporting However to meet the new federal reporting requirements new specification attributes were created in the FMSS to identify new data elements or converted elements for the parks so that they could update validate and certify federal real property constructed asset data accuracy in the FMSS This manual is intended to aid NPS employees so that asset information can be effectively and accurately reported in the FMSS In 2006 Director s Order 80 Real Property Asset Management was issued by Director Bomar This Order incorporates EO 13327 in Section 3 6 as well as other relevant laws and policies and is intended to improve the internal management and operations of the NPS Purpose This manual is intended to serve as a user guide and reference for all NPS employees who are responsible for managing NPS facilities The user manual focuses on the tasks needed to accurately enter asset information in the new Federal Real Property FRP Information application and the FMSS The user manual is divided into three main sections followed by appendices and additional resources These sections include the following 1 Introduction 2 Federal Real Property Background 3 Quick User Guide for the Federal Real Property Information Application 4 Appendices October 2007 Cppley institute for
75. n e Rights Outgranted Y the Using Organization should be selected from the pick list not 1417 e f Rights Qutgranted N then Using Organization should be 1417 e f Using Organization 1417 then Occupant attribute in the asset specification template must be NPS or SHARED e lf Using Org is not 1417 then Occupant attribute must not be NPS Lease e f Direct Leased then Legal Interest field must indicate Fed Leased Property e lf Direct Leased then Lease Cost field must be populated Lease Maintenance Indicator e f Lease Maintenance Indicator Y then Lease Cost field must be populated e f Lease Maintenance Indicator Y then Lease Operating Cost field must be populated e f Lease Maintenance Indicator Y then Legal Interest must indicate Fed Leased Property Lease Cost e lf Direct Leased then Lease Cost field must be populated e f GSA Leased then Lease Cost field must be populated Lease Operating Cost e f Lease Maintenance Indicator Y then Lease Operating Cost field must be populated GSA Leased e f GSA Leased then Legal Interest field should indicate Fed Leased Property e f GSA Leased then Lease Cost field must be populated e f Acquisition Method GSA Provided then Lease field must be GSA Leased e f Legal Interest indicates Fed Leased Property then Lease field must be GSA Leased or Direct_Leased Acquisition Concerns e f Acquisition Method GSA Provided then GSA Lease field mu
76. n SS Detats GLAccount Asset Status OPERATING 2 APL ST Work Category 4000 2 Unitof Measure SF a hig BOD I Wananty Date x Unit of Measure QTY nzo FO Der crv siaaa 00 Detened Cost 3434 Figure 11 Location Asset with link to FRP Information application 1 Click on the Assets module 2 Select Location Asset application 3 Open the Location Asset record by typing in the Location Asset number and selecting the Enter key or use the query method see page 19 4 Verify that the Sub Install ID field is correct 5 Select FRP Information application button Fen you have found the asset you are looking for there is a link at the bottom of the screen titled FRP Information Figure 9 above This application may also be accessed directly from the Assets Module drop down menu if you know the Location Asset number you want to report to Figure 12 below 24 October 2007 Federal Real Property Information Application User Manual Assets Egupment Feature Purchasing Location Asset Plans Work Categor abor Condition M onitoring FRE Information Figure 12 Module Dropdown List Once you have reached the FRP Information application you should see the FRP Information screen Figure 13 below The asset number description and Park Alpha Code are carried over from the FMSS Location Asset screen to the same fields in the FRP Information application record screen Po Do not change the Location Asset Number
77. n reports and exit Edit Allows you to amend data on the screen View This menu choice allows you to browse and search for information with the application Insert Use this function to add new records and duplicate other records in a database Navigate To move within the application and between other applications within the FMSS Setup Allows you to set up field defaults document types and filters in the software Help Answers questions and provides support Tool Bar H72 89 se ICIS Find HowDol 18 October 2007 Federal Real Property Information Application User Manual The following icons are found in most applications within the FMSS and offer shortcuts for completing various functions A description of each icon follows lel Save Record When you move from tab to tab within an application your data is automatically saved Use the Save Record icon when you move from application to application While you will not lose your information when you move from application to application your data will not automatically save Thus it is a good practice to save your record before moving onto another screen especially if you have several applications open A good rule of thumb when working with computers is to save your data frequently Clear Screen This icon is helpful in a number of ways If you perform a query but do not find the information you want you can clear the screen and start again If you want to look at
78. need to be made for each asset From this report you will need to note the asset number along with the corrections needed for each field within that asset Corrections in the data fields for each asset will be made in the Location Asset record or the FRP Information application 12 3 October 2007 Federal Real Property Information Application User Manual Several appendices may be helpful when verifying data for each asset e To verify if the DOI Code is correct refer to Appendix C To verify that the FRP Unit of measure is correct for a given asset refer to Appendix E It may also be helpful to review the FAQ section in Appendix F Many of these questions refer to data field entries and the validation process October 2007 z 3 ctober ppley 1 institute for Parks und Public Lands INISANA UNIFENHITY Federal Real Property Information Application User Manual Adjusting Column Widths in Excel To view all the FRP information follow the steps below E Microsoft Excel i File Edit View Insert Format Tools Data Window Help Adobe PDF Column Sheet AutoFormat Conditional Formatting Style Figure 6 Excel 1 Select the column or columns that you want to change 2 On the Format tab click Column 3 Click AutoFit Selection Tip To quickly autofit all columns on the worksheet click the Select All button and then double click any boundary between two column headings el ee EM Fig 6 5 Select All But
79. ns of buildings and prescribing the use to which buildings within designated districts may be put Enter Y if there are restrictions or N if there are not 78 October 2007 Federal Real Property Information Application User Manual APPENDIX I Validation of FRP Data The following cross checks should be performed by parks in order to validate the FRP record s field entries Only those fields with a value directly correlating to another field or value are shown FRP fields values that have no relational impacts to other fields or values are not listed ASSET RECORD Asset Status e An asset that has been reported to the FRPP database can only be removed by changing its status to Removed and completing the Disposition fields in the FRP Information application Exception In the case of assets that are combined or converted to equipment contact the FMP Help Desk for assistance If the status is changed to any other status from NOT APPLICABLE or PLANNED it will be reported to the Federal Real Property Profile FRPP database e When anew asset is brought on line and the asset status is changed from NOT APPLICABLE or PLANNED to an Operating status then the asset must have the Acquisition method In Service date and Original Acquisition Cost fields populated FRP INFORMATION RECORD DOI Code e 00000000 Use only when the FMSS Asset Status is NOT APPLICABLE All other FMSS Asset Statuses require the specific code related to the type of ass
80. nual USING THE FMSS AND THE FRP APPLICATION INFORMATION Once you are logged into the FMSS you need to find an asset record NOTE Assets with Asset Codes 0000 8999 and 9999 will not be reported to the FRP and do not require FRP Information Neither will assets with an Asset Status of Planned or Not Applicable be reported to the FRP t Remember you are only querying for assets that you previously identified as having an error in one or more of the federal real property fields Adding an Asset This is a rare event and should be coordinated with your FMSS counterpart to create a new record in FMSS A new FRP record is only created in FRP after a new record is first saved in the Location Asset application Importantly when new assets are added to FMSS an FRP record is created and filled with default fields A reference of the default fields and data is included in Appendix A October 2007 23 Cppley featitute for Parks and Public Lands INDIANA UNIVER Y Federal Real Property Information Application User Manual Locating a Location Asset Record jw Location Asset cm DMA SOSA gt SO BB SEA me revoir TIT Equicment Featue History gules Specification Location Asset 42605 7 be Nome 2 Type OPERATIN os Modules System PRIMARY a Primary inde Item f x Asset Code 4300 x airi Mod ied By AFERGUSON Date 1271572005 356PN 2 Paik Concession Park Alpha Code WEAR Park Descsipio
81. on or Status has changed to REMOVED since last FY report Required for Federal Transfer and Public Benefit Conveyance if asset has disposition or Status has changed to REMOVED since last FY report Cppley institute for Porky und Public Lands INIZANA UNIVEREETY 35 36 Federal Real Property Information Application User Manual October 2007 Federal Real Property Information Application User Manual APPENDIX B Creating a New FMSS Account Obtaining an Account If you do not already have an FMSS account you will need to create one To do this contact the FMP Helpdesk at 303 969 2609 or by email at FMP_Help_Desk nps gov There is a new signature security level that has been created for real property reporting access similar to a user group This is called the Real Property User Group This signature security group will allow read only access to the main Location Asset screen where some of the FRP data elements are located Changes to some of these fields can have a significant effect on the asset s data and these changes need to be managed by someone who has completed FMSS training and understands the implications of these changes This new user group will also have read insert or editing rights to the FRP Information application FEE This manual provides only minimal instructions for the use of FMSS which are sufficient for federal real property level access but are not sufficient for higher level access Octob
82. on your success The key symbol designates a listing of the key terms or ideas to look for as you review the content The key terms will be easily identified by the key symbol in the left margin The globe with the mouse icon identifies Internet sites where you can find more information October 2007 Federal Real Property Information Application User Manual Benefits and Limitations of the Application To get the federal real property data into the live FMSS environment and to allow parks and NPS real property managers to easily review manage and update federal real property data a new application has been created in the FMSS The creation of this application removes the FRP specification attributes currently attached to the Location Asset record and moves them into the FRP Information application The Location Asset application will retain several FRP data fields on the main screen A number of the FRP data elements are derived from other data sources such as Asset Priority Index ratings and the Federal Financial System This information will be available through reports Other benefits of the FRP Information application include the following Provides a single location for federal real property and asset level data Allows FMSS users to query asset and federal real property information easily Allows for easier reporting Reduces chance of error due to federal real property data residing within the FMSS during the review and update p
83. owing definition applies Historic houses owned and October 2007 GRSF 35300000 Cppley institute for Porky und Public Lands INIZANA UNIVEREETY 4300 FAMILY HOUSING Housing 43 Federal Real Property Information Application User Manual Predominant Use FRPC UM DOICODE Value List Remarks Codes maintained for their historic significance and used for residency Industrial Buildings GRSF 35500000 4100 INDUSTRIAL Building specifically designed Type TBD and primarily used for production or manufacturing such as the production or manufacture of ammunition aircraft ships vehicles electronic equipment fish production chemicals aluminum and magnesium Included are buildings that house utility plants or utility system components such as pump stations or valves Laboratories GRSF 35740000 4100 LABORATORY Building Buildings used Type directly in basic or Laboratory applied research in the sciences including medicine and in engineering such as medical laboratories meteorological research laboratories and buildings used in designing developing and testing of prototypes and processes for 44 October 2007 Federal Real Property Information Application User Manual Codes chemistry and physics This category excludes medical or industrial laboratories used for routine testing Laundry A building 35802300
84. property data management not required for FRP reporting Developmental Restrictions improvements Legally enforceable restrictions on land use to protect the health safety and welfare of the community such as the kind of buildings that can be built on the property what size the buildings may be and which materials can be used in their construction Enter Y if there are restrictions or N if there are not DISPOSITION DATE Required for Disposed assets only Report the date the disposal action was completed in mm dd yyyy format October 2007 ppley te institute for Porky und Public Lands INISANA UNIFENHITY Federal Real Property Information Application User Manual DISPOSITION METHOD Required for Disposed assets only All parks are required to report all assets that have exited the FRP inventory of assets during the reporting fiscal year This will include but is not limited to sales federal transfers public benefit conveyances demolitions and lease terminations There are six categories that must have the disposition method reported Public Benefit Conveyance Federal Transfer Sale Demolition Lease Termination or Other DISPOSITION VALUE Required for Disposed assets only Report Disposition Value based upon the disposition method See the table in on p XX of the User Manual DOICODE The DOI Code is an 8 digit code that DOI uses to classify real property for the NPS The first and second digits of the DOICO
85. reet address for the installation is entered If no address is available enter the Zip Code in this field Parks should ensure that the Street Address is entered in geo codable format i e an address that can be mapped by Geographic Information System GIS software or used by an overnight delivery service to deliver packages An example of a geo codable address is 1800 F Street The following should NOT be used for a street address e Mailing address that is different than the location s true physical address Building or Asset name Street corner e g 18th amp F Streets Other description such as a Post Office Box number Symbols such as double quote underline _ plus percent and ampersand amp October 2007 77 Cppley institute for Porky und Public Lands INISANA UNIFENHITY Federal Real Property Information Application User Manual Sub Zip Code Parks should ensure the 4 digit Sub Zip Code associated with the reported Main Location in which the land parcel building or structure is located is valid Using Organization This is the Using Organization Using Organization refers to the predominant Federal Government Agency Bureau or other non Federal Government entity occupying the property If property is occupied by a non Federal Government entity e g concessionaire private sector etc enter 9999 for the Using Organization value If the property is NPS occupied enter 1417
86. rocess October 2007 P 3 pple institute for Porky und Public Lands INISANA UNIFENHITY Federal Real Property Information Application User Manual October 2007 Federal Real Property Information Application User Manual FEDERAL REAL PROPERTY BACKGROUND AND EXECUTIVE ORDER 13327 The need for effective and efficient federal property management is self evident The Department of Interior DOI manages approximately 180 000 constructed assets 445 000 000 acres of surface land 700 000 000 acres of mineral estate 10 000 Government quarters 37 000 owned and or leased fleet vehicles and approximately 60 000 permanent 18 000 temporary and 200 000 volunteer personnel resources Reporting the condition and disposition of these assets is a daunting yet invaluable task To comply with Executive Order EO 13327 each federal agency including the DOI is currently working to align its large and diverse real property programs to meet current the requirements EO 13327 is specific in its requirements for Asset Management at the constructed asset level The NPS must do the following e Identify and categorize all real property owned leased or otherwise managed by the agency e Prioritize actions to be taken to improve the operational and financial management of the agency s real property inventory e Make life cycle cost estimations associated with the prioritized actions e Identify legislative authorities that are required to addre
87. ropriate to the FMSS business practices because a number of the elements in the FMSS are used in an automated calculation to provide the appropriate number in the FRP Information October 2007 15 ppley Irntitube for Parks und Public Lands INDIANA UNIFERHITY Federal Real Property Information Application User Manual Generating the I nstallation Data Files IDF Audit Report Once you have reviewed the FRP Internal Audit Report and noted any corrections for each specific asset you should now generate the IDF Audit Report To generate this report you need to go back to the FRP folder Figure 4 above To view the IDF Audit Report select the report by clicking on the title and select View You will be prompted to enter two parameter selections Use the pick lists or type in the region and park in all capitals Figure 5 above You must export the data to Excel and adjust the column widths so that all the data is visible Figure 8 below HS gs g yer pumi romet jods pts Widow Hel EREA eee ONEA E E E tee Ea eee ete os se iln Cad k To e E i Facility Miraagement Satteave Spatew 1906 405 or i Installation Data Files Audit Figure 8 Installation Data Files Audit Report Confirm that at a minimum all counties that make up your park area are listed and have accurate information To complete the IDF fully sub installations need to be broken down to the city level If any changes to the IDF are
88. rs to easily review manage and update their data in the FMSS an FRP Information application that exists in the FMSS Additionally to meet the parks FRPC Data Element reporting and validation requirements NPS is using the Asset Management Reporting System to access reports which will be used to review and validate data that will be reported to GSA s FRPP system The FRP Information application and the process by which the data is populated are described in more detail in the following section October 2007 Federal Real Property Information Application User Manual QUICK USER GUIDE Purpose and Use This guide provides the basic information needed to use the Federal Real Property FRP Information application in the Facility Management Software System FMSS In addition this guide illustrates how to generate and review audit reports locate assets and validate data NOTE Changes in reporting requirements stipulate that all data entered into the FMSS must be accurate In particular some fields in the FRP Information Application were assigned default values see Appendix A It is critical that federal real property managers verify and update this default data for each asset record To verify FRP data for each asset you must access the Asset Management Reporting System AMRS and run the FRP Internal Audit Report and the Installation Data Files IDF Audit Report If you already have access to the FMSS you will automatically
89. s Is property National Register Eligible Enter Y or N Original Acquisition Cost lf purchased or built the original cost paid Provided for real property data management not required for FRP reporting Original Use Design What function the asset was originally constructed to perform Other Restrictions Other restrictions that cannot be classified elsewhere Enter Y if there are restrictions or N if there are not Outgrant In addition to the predominant use of the property each asset where the Legal Interest equals owned or leased will have an Outgrant Indicator Outgrant refers to Federal Government owned or leased real property in which rights have been conveyed or granted to another entity Enter Yes Y or No N depending on whether the property has been outgranted or leased 76 October 2007 Federal Real Property Information Application User Manual Park Alpha Four character identifier for a park Primary Latitude LATIT Parks should ensure the Latitude of the asset s physical location is entered in the 1st Latitude attribute field Latitude should be reported in decimal degrees Primary Longitude LONGIT Parks should ensure the Longitude of the asset s physical location is entered in the 1st Longitude attribute field Longitude should be reported in decimal degrees RECIPIENT Required for Disposed assets only Report either the name of the Federal agency or the name of the non Federal or
90. s should report actual maintenance operating costs through FMSS annually Condition Assessment Deficiency related work is excluded NOTE Operating and Maintenance Costs for park assets will be compiled through PWE and other budget sources until parks are tracking this data in FMSS Facility Operating Cost Annual Parks should report actual operating costs through FMSS annually Condition Assessment Deficiency related work is excluded Annual Operating Costs for property other than leased consist of the following Recurring maintenance and repair costs Utilities includes plant operation and purchase of energy Cleaning and or janitorial costs includes pest control refuse collection and disposal to include recycling operations and Roads grounds expenses includes grounds maintenance landscaping and snow and ice removal from roads piers and airfields For leases parks should report annual lease costs plus any additional government operating expenses as listed above not covered in the lease NOTE Operating Costs for park assets will be compiled through PWE and other budget sources until parks are tracking this data in FMSS 74 October 2007 Federal Real Property Information Application User Manual FRP UM amp QTY Land Rural or Urban is reported in Acres Exempted from reporting Building Size The unit of measure for Buildings is the area in gross square feet and the unit of measure is designated as Gross Square Foot GS
91. sposal Act 42 U S C 6991 et seq These restrictions can be temporary such as in the case where a cleanup of the contamination is being undertaken and limitations on the use of the property are required to allow the cleanup to safely proceed These restrictions can also be permanent such as in the case where the cleanup is complete but at a level that allows for low levels of contamination to continue to be present as long as the full use of the property is curtailed e g the property is cleaned to allow commercial or industrial uses but not residential Natural resource restrictions Legally enforceable restrictions placed on the use of real property or any of its natural resources to protect a given resource from harm e g an endangered species or its habitat or to protect activities on the real property or the use of any of its natural resources from the harms caused by outside natural forces e g floodplains In either case the need to restrict the use of the property may be compelled either by a determination that such restrictions are necessary to achieve the purpose compelled by the applicable law regulation or Executive Order e g the Endangered Species Act or due to a written agreement with other federal agencies or state or local government that compel such restrictions e g the terms of any authorization from the Army Corps of Engineers to build in a certain wetlands Cultural resource restrictions archeological his
92. ss these priorities e identify and pursue goals with appropriate deadlines consistent with and supportive of the agency s Asset Management Plan and measure progress against such goals e Incorporate planning and management requirements for historic property under EO 13287 of March 3 2003 and for environmental management under EO 13148 of April 21 2000 e Identify any other information and pursue any other actions necessary to the appropriate development and implementation of the agency Asset Management Plan According to EO 13327 and 2006 DOI guidelines the NPS must report federal real property assets at the constructed asset level Twenty four primary data elements plus additional sub elements have been identified by the Federal Real Property Council FRPC to be reported to the General Services Administration GSA through the Federal Real Property Profile FRPP system The primary data elements include the following October 2007 ppley institute for Porky und Public Lands INISANA UNIFENHITY Federal Real Property Information Application User Manual 1 Real Property Type 2 Real Property Use 3 Legal Interest 4 Status 5 Historical Status 6 Reporting Agency 7 Using Organization 8 Size 9 Utilization Performance Measure 1 10 Value 11 Condition Index Performance Measure 2 12 Mission Dependency Performance Measure 3 13 Annual Operating Costs Performance Measure 4 14 Main Location 15 Real Proper
93. ssage Center The Message Center displays any information or error messages that may occur Figure 10 Logging into the FMSS Part 2 Select FMSSPROD to enter the FMSS This may be the only choice you have available in the Applications box October 2007 Oppley 17 featitute for Parks and Public Lands INDIANA UNIVEREETY Federal Real Property Information Application User Manual You are now logged into the FMSS Before you start you should review basic navigation procedures for the FMSS Learning how to navigate in the FMSS will help you to efficiently locate and update asset information If you are an experienced FMSS user you can skip to Using the FMSS on page 20 Basics of FMSS Navigation OM manual provides only minimal instructions for the use of the FMSS which are sufficient for FRP level access but are not appropriate for higher level access If you have any questions regarding the FMSS please contact the Help Desk at FMP_Help_Desk nps gov Menu Bar or Drop down Menu ps Location Asset File Edit View Actions Insert Navigate Setup Help 9 AMA S9 B e gt OBBI SEA mme Hooo I Equipment Feature History Safety Routes Specification The menu bar located at the top of the FMSS screen may be accessed by placing your mouse pointer of the menu choice File Performs functions within the application such as save opening and closing databases or applications print ru
94. st be GSA Leased e f Legal Interest indicates Fed Leased Property then Acquisition Method should Leased e When anew asset is brought on line and the asset status is changed from NOT APPLICABLE or PLANNED to Operating then the asset must have the Acquisition method In Service date and Original Acquisition Cost fields populated 80 October 2007 Federal Real Property Information Application User Manual APPENDIX J Restrictions Categories amp Codes The following Restriction categories and associated codes are used for the Restrictions data element Parks are required to report all_restrictions that apply to each building structure and parcel of land Answer Y or N in the appropriate field Restriction Category Environmental Restrictions clean up based restrictions etc Legally enforceable restrictions placed on the use of real property or any of its natural resources e g surface water or ground water due to the presence of hazardous substances pollutants or contaminants terms that are defined in the Comprehensive Environmental Response Compensation and Liability Act CERCLA 42 U S C 9601 14 and 33 and the need to protect human health and the environment from exposure to such hazardous substances pollutants or contaminants These restrictions could also be necessary due to the presence of petroleum which is a type of contaminant that is not regulated by CERCLA but instead typically by the Solid Waste Di
95. stand about Sub installations e The headquarters location for a Park will use a Sub installation Code of 00 Example Gates of the Arctic National Park and Preserve has its headquarters in Fairbanks AK this sub installation uses the code 00 Other sub installations are required based on the number of counties within the park area so they will use sub installation codes greater than 00 For example the facilities in Bettles AK will have a sub installation code of 01 because they are in a different county e Mandatory sub installations for GSA reporting are counties For sub installations in FMSS the city is the common denominator that needs to be reported to for Sub installations Send email to the FMP Help Desk nps gov with any necessary changes Reasons you would need to change the IDF include the following e Identifying new sub installations Within a park any county different from that of the headquarters installation must have a unique sub installation and be identified in the IDF All assets listed in the FMSS that are located in the other counties will use the appropriate 2 digit numeric code Within a county the geographic location of a sub installation can be any smaller division that divides the park in logical ways This level is optional and does not require additional sub installations but they may be listed e Correcting a sub installation address This only applies to the sub installation address data City
96. t Northwest New Mexico Visitor Center E E Modules Park Alpha Code ELMA Original Use Desin Current Predominant Use Visitor Center GSF al PMs eha DOI Code 35250700 a FAP Quantity 1332000 FAP Unit of Measure GSF a Reporting Agency A7 al Legal Interest FedOwned al Utilization Utized al Rights Qutgranted In Using Organization kw al Historic No Environmental Restrictions No Rights of Wap Restrictions IN National Historic Landmark N Natural Resource Restrictions JN Mineral Interest Restrictions JN National Register Listed N Cultural Resource Restrictions JN Water Rights Restrictions JN National Register Eligible In Development Restrictions jn Air Rights Restrictions IN Non Contributing NHL NAL Dist IN Rev Clause From Deed Restrictions In Other Restrictions In Not Evaluated F Zoning Restrictions In Restrictions Not Applicable IN Evaluated Not Historic In Easement Restrictions In Primary Congressional District fo2 Secondary Congressional District I Facility Maintenance Cost een mm Facility Operations Cost 26 378 75 222 Street Ji2sE RoosevetAve SS Primary Latitude Ssair Primary Longitude City im ST Secondary Latitude Secondary Longitude County Co 0 Third Latitude Third Longitude C J State NM Zip Code 57020 Fourth Latitude Fourth Longitude I E Leased NotLeased Lease Authority Indicator A Lease Cost Lease Operating Cost Lease Maintenance Indicator N Lease Ter
97. ting Agency Q If federal government owned property is occupied via a Memorandum of Understanding MOU with another agency who would report the facility A If the property is owned by the federal government and granted to another federal agency via an MOU then the property is reported by the agency holding the title Using Organization Q How should the information be entered if there is more than one Using Organization A Parks should report the predominant 51 or more user of the property Size Q We anticipate a problem if the same Real Property Use category code is used for structures that have different units of measure than that used for FMSS e g roads and bridges A The FRP UM and FRP QTY attributes in the FRP Information application will allow the parks to identify units of measures different from the ones used for reporting in FMSS Utilization Q For Utilization what does design capacity mean for hospitals laboratories warehouses etc Can enter examples of formulas A For the FRP s definition of Utilization refer to the Glossary of this Manual Annual Operating Costs Q Are Annual Operating Costs reported for the past or current fiscal year Who reports them A Operating costs are reported for past fiscal year i e data represents FY2005 but it is submitted in Q1 of FY2006 This data is currently being populated into FRP by WASO based on PWE budget and asset inventory information No data entry by p
98. ton 14 gt October 2007 Federal Real Property Information Application User Manual Any asset record with a red entry or one that shows an audit report shows that the value is not valid and needs to be corrected In this case Figure 7 below the FRP Information record has a pick list from which to select to ensure accurate numbers Additionally you should review the FRP Information about all assets showing REMOVED under the STATUS column The Disposition fields in the Acquisition Disposition section must be completed appropriately for these records Facility Management Software System Date printed 10 12 2006 3 22 am FRP Internal Audit Report Region ALL Park s ALL FRPIAUDR rpt Last Mod Date 10 12 2006 Asset Member DESCRIPTION PAC Asset Code STATUS API CRY Occepast DOICODE PREDUSE FRPC TY FRPCUM f 2610 AR Alagnak River Cabin ALAG 4300 OPER OBSO 48 70 362 00 NPS F 35300100 0 00 EA r 58894 Serpentine Hot Springs Boardwalk BELA 2100 OPERATING 63 54 320 00 NPS 080140 60 00 LF r 42732 Heating Fuel System SHS BELA 5700 OPERATING 3 2 275 00 NPS F somiom 1 00 EA f 58318 Serpentine Hot Springs Airstrip BELA 6400 OPERATING 75 50 620 00 740120200 1 100 00 LF r 42734 Heating Fuel System ARS CAKR 7 5700 OPERATING 23 1 738 00 NPS 740400210 1 00 EA r 00001483 REMOVED Main Road mp 0 2 DENA 7 1100 REMOVED 700000000 0 00 EA i 00001438 REMOVED Main Road mp 2 3 DENA 1100 REMOYED oo000000 0 00 EA r 20051 D
99. toric Native American resources etc Legally enforceable restrictions placed on the use of real property by the owner of the property to protect and preserve historic or Tribal resources deemed worthy of preservation giving a government agency or preservation organization the right to review and approve changes to the historically or culturally significant property before they are undertaken Developmental improvements restrictions Legally enforceable restrictions on land use to protect the health safety and welfare of the community such as the kind of buildings that can be built on the property the size of the buildings that may be built and the types of materials that can be used in their construction October 2007 Cppley institute for Porky und Public Lands INISANA UNIFENHITY 81 Federal Real Property Information Application User Manual Reversionary clauses from deed Interest that exists when the grant is limited such that it may possibly terminate on the occurrence of a condition subsequent and title to the property returns to the original owner Zoning restrictions Municipal regulations having to do with structural and architectural designs of buildings and prescribing the use to which buildings within designated districts may be put Easements including access for maintenance rights etc A non possessory interest in the land of another that gives the party a right of use over the other person
100. trict CONGDIST Parks should ensure that the value for Congressional District is associated with the reported Main Location in which the land parcel building or structure is located Due to the nature of Congressional Districts and frequent changes in district lines the parks need to validate and update the Congressional District as required There are three fields on the FRP Custom application for three different Congressional Districts that may be entered for the asset s location Congressional Districts must be entered as a two digit numeric code DO NOT enter any other information in this field Example 00 District Representative is At Large 01 District 1 Representative Cultural Resource Restrictions archeological historic Native American resources etc Legally enforceable restrictions placed on the use of real property by the owner of the property to protect and preserve historic or Tribal resources deemed worthy of preservation giving a government agency or preservation organization the right to review and approve changes to the historically or culturally significant property before they are undertaken Enter Y if there are restrictions or N if there are not Current Predominant Use Tied to the DOI Code it describes how the asset is currently being used It is updated upon saving a change to the DOI Code field Depreciation Method Enter the depreciation method used for this asset Field provided for real
101. ty Unique Identifier 16 City 17 State 18 Country 19 County 20 Congressional District 21 Zip Code 22 Installation Sub installation Identifier 23 Restrictions 24 Disposition Figure 1 Twenty Four FRP Data Elements These data elements in addition to numerous other supporting inventory data fields are currently being captured in the NPS Facility Management Software System FMSS which serves as the NPS inventory asset and work management system The FMSS was selected to manage and report all park constructed assets to the GSA s FRPP system All parks must now periodically review and annually certify that their assets are reported in the FMSS at the constructed asset level To meet this requirement the Location Asset Number Installation ID Park Alpha and Sub installation ID on the Asset Record as well as other unique attributes recorded in the new NPS Federal Real Property Information application will be reviewed updated as required and certified by all parks The FMSS is the database used for federal real property reporting at the constructed asset level 6 October 2007 Federal Real Property Information Application User Manual For federal real property reporting in the FMSS the parks should regularly quarterly validate the data in the following Location Asset record FRP Information application Installation Data File Pa It is important to understand under EO 13327 and DO 80 th
102. use and for customizing the FMSS to individual park needs Queries Queries are extremely helpful in finding existing information such as tools equipment labor job plans and other pre existing records in the FMSS These records are often referred to or used as the basis for creating consistent but new records for the park unit 20 October 2007 Federal Real Property Information Application User Manual One method of performing a query is to enter known information in one or more fields and then select the View List globe icon This results in a list containing the specific information you had originally entered Another method of performing a query is to right click on a selected field and if it is available choose Select Value Rather than scrolling through what may be a long list of values use the Filter By dialogue box at the bottom of the Select Value list to narrow your search One way to narrow your search is to use wildcard characters Wildcards allow users to search and query when specific records or data are unknown by substituting a specific character for the value that is unknown and reviewing a set of possible values for selection and use The two wildcard characters that you can use in the FMSS are the percent symbol and the underscore _ Consider the following examples e percentage Takes the place of one character many characters or no characters For example smi returns a list of a
103. way To open the next asset in the FRP Information application you need to clear the screen and type in the Location Asset number of the record you want to correct If you need to validate data on the Location Asset record you will need to first return to the Location Asset application by right clicking on the Location Asset field number and then selecting the Hyperlink from the drop down menu Data Integrity The process described will provide the top level of data clean up There are a number of fields that may not have been identified for correction by these audit reports but may in fact need to be changed because of defaults entered to meet minimal reporting requirements The only way to ensure that all data is correct is to have a person knowledgeable about the assets scan each asset and correct the data records in the FRP Information record Given the number of assets many parks have goals should be set to ensure timely completion Appendix H Restrictions Categories amp Codes and the FRP Related Data Information Report found in AMRS will assist in this process a Any changes to data already in the data fields should be confirmed with the local Park Account Manager PAM NOTE If at any time you make or detect errors in the system please contact the FMP Help Desk for corrections or clarifications 28 October 2007 Federal Real Property Information Application User Manual APPENDICES October 2007 29 ppley institut
104. wned and an easement is granted then the property should be reported with the Legal Interest as owned and easement should be reported in the Restrictions field If the federal government has an easement onto non federally owned property then the property should not be reported October 2007 Oppley g institute for Porky und Public Lands INISANA UNIFENHITY Federal Real Property Information Application User Manual Q If the government occupies a property via an easement then does the property need to be reported in the inventory A If the government occupies a non federally owned property via an easement then the property does not need to be reported in the inventory If it is government owned property and we have given an easement to another entity to occupy use the property then the property does get reported in the inventory as follows the property should be reported with the Legal Interest as owned and easement should be reported in the Restrictions field Q How does an agency handle reporting data on concession operated facilities A For concession operated facilities the agency should first identify the Legal Interest i e either government owned or government leased If it is an owned property the agency would then address the concession component in the Using Organization field Q How is a facility handled if it is only partially occupied by the government A For owned assets report on the entire asset
105. www nps gov policy DOrders DOrder80 htm Executive Order 13327 http www whitehouse gov news releases 2004 02 20040204 1 html Federal Real Property Council http www gsa gov Portal gsa ep channelView do page Typeld 8203 amp channelld 16603 GSA Office of Real Property Management http www gsa gov Portal gsa ep channelView do paqe T ypeld 8199 amp channelld 13316 NPS Property Management Program www nps gov propertymanagement You must be behind the NPS firewall to access this site October 2007 ppley institute for Porky und Public Lands INISANA UNIFENHITY 89
106. x FMP Facility Management Program FMSS See Facility Management Software System FRPC Federal Real Property Council FRPP IA Federal Real Property Profile Internet Application GIS Geographic Information System GPRA Government Performance amp Results Act GPS Global Positioning System GSA General Services Administration October 2007 85 ppley institute for Porky und Public Lands INISANA UNIFENHITY Federal Real Property Information Application User Manual Hierarchical Relationships FMSS Classifies assets and work orders according to various criteria into successive levels or layers The layers are titled parent or child ID Identifier 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 IT System A system composed of computer s peripheral equipment such as disks printers and terminals and the software necessary to make them operate together It also includes underlying technological components that constitute an organization s systems March 2007 architecture The seven components of IT infrastructure are hardware operating system network database development environment user interface and application Leg
107. y is Y then enter the cost to maintain this asset annually Lease Terms Open field to enter the terms of the lease Field is provided for real property data management not required for FRP reporting Leased lIndicate whether the asset is not leased owned leased directly from an entity or provided through GSA leasing This info should be available through whoever would manage this data for your park probably your Administrative Officer Legal Interest Legal Interest is used to identify a real property asset as being owned by the Federal Government leased by the Federal Government i e as lessee or otherwise managed by the Federal Government Only Federal Government owned leased or otherwise managed state owned or Foreign Government owned is to be reported For property occupied under a lease agreement where rental payments are zero 0 report property s Legal Interest as Leased October 2007 75 Cppley institute for Porky und Public Lands INISANA UNIFENHITY Federal Real Property Information Application User Manual Mineral Interest Restrictions An interest in minerals in land with or without ownership of the surface of the land and the right to take minerals or a right to receive a royalty Enter Y if there are restrictions or N if there are not National Historic Landmark Status is reported on all buildings structures and land assets Is property a National Historic Landmark Enter Y or
108. y which in this case is over utilized 62 October 2007 Federal Real Property Information Application User Manual APPENDIX E Units of Measure m The table below displays FRP units of measure which may or may not be the same as FMSS units of measure When reporting in the FRP Information application parks are responsible for making the appropriate conversion from FMSS units to FRP units FRP Units of Measure Waterworks Dams Locks Canals Seawalls etc All Others Each Building Housing Aircraft Pavement Open Storage Piers Wharfs and Bridges Sidewalks and Parking Lots Communication Lines Miles ss POL Pipelines Miles ooo Railroad Lines Mis Distribution Lines Fences and Walls Storm Drainage Roads Admin Structure other than buildings Each Fish and Wildlife Structures Outdoor Recreational Facilities PowerStation Training Ranges Treatment Plants Water Sewer Each gt October 2007 ppley institute for Parks und Public Lands INDIANA UNIFERHITY 63 64 Federal Real Property Information Application User Manual October 2007 Federal Real Property Information Application User Manual APPENDIX F Frequently Asked Questions Real Property Type Q What types of real property must be reported for the annual real property inventory A The parks must report all buildings and other structures owned leased or otherwise managed There are 3 real property types to report 20 Land

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