Source Documentation Worksheet

FY 2019Source Documentation Worksheet

FIMS Data Element / Subject Matter Expert / Validation Required For / Process For Obtaining Source Data / Typical Acceptable Source
1. Ownership
Update: As needed / Name:
Phone:
Email:
Title:
Company: / Building/Trailer/OSF – DOE owned and DOE leased
Land – DOE owned, DOE leased and withdrawn
GSA OA – GSA owned and GSA leased / Data provided by the Facilities Group Management or Real Estate.
For owned land, the land deed or transfer document.
For withdrawn from public domain land, a “Public Land Order” issued by the Department of Interior, Bureau of Land Management on the Federal Register.
For DOE leased assets, the Lease Agreement.
For GSA OA assets, the GSA Occupancy Agreement.
2. Usage Code
Update: Annually / Name:
Phone:
Email:
Title:
Company: / Building/Trailer/OSF – DOE owned and DOE leased
Land – DOE owned, DOE leased and withdrawn
GSA OA – GSA owned and GSA leased / Annual review provided by the Facility Managers or physical walkthroughs of the assets to ensure the Usage Code is captured for the predominant usage based on the size of each facility/land parcel.
3. Property Type
Update: As needed / Name:
Phone:
Email:
Title:
Company: / Building/Trailer/OSF – DOE owned and DOE leased
Land – DOE owned, DOE leased and withdrawn
GSA OA – GSA owned and GSA leased / Data provided by the Facilities Group Management/individual Facility Mangers, or Real Estate.
For owned land, the land deed or transfer document.
For withdrawn from public domain land, a Public Land Order.
For DOE leased assets, the Lease Agreement.
For GSA OA assets, the GSA Occupancy Agreement.
4. Status
Update: Annually / Name:
Phone:
Email:
Title:
Company: / Building/Trailer/OSF – DOE owned and DOE leased
Land – DOE owned, DOE leased and withdrawn
GSA OA – GSA owned and GSA leased / Annual review provided by the Facility Managers or physical walkthroughs of the assets to ensure the Status is captured for the predominant status based on the size of each facility/land parcel.
5. Size
Update: As needed / Name:
Phone:
Email:
Title:
Company: / Building/Trailer/OSF – DOE owned and DOE leased
Land – DOE owned, DOE leased and withdrawn
GSA OA – GSA owned and GSA leased / Data from as-built drawings, physical measurements, Geographic Information System (GIS), or space management system.
For owned land, the land deed or a land survey.
For withdrawn from public domain land, a Public Land Order or land survey.
For DOE leased assets, the Lease Agreement.
For GSA OA assets, the GSA Occupancy Agreement.
6. Space Type Usable SF – Office
Update: As needed / Name:
Phone:
Email:
Title:
Company: / Building/Trailer – DOE owned and DOE leased
GSA OA – GSA owned and GSA leased / As-built drawings, physical measurements, Geographic Information System (GIS), or space management system indicating the portion of the asset that identifies office space.
7. No of Floors
Update: Static / Name:
Phone:
Email:
Title:
Company: / Building/Trailer – Required for all buildings except GSA Owned and GSA Leased / Data from As-built drawings, space management system, or site facility management database.
8. Usable Sqft
Update: As needed / Name:
Phone:
Email:
Title:
Company: / Building/Trailer – DOE leased
GSA OA – GSA owned and GSA leased / Lease agreement or GSA Occupancy Agreement.
9. Repair Needs
Update: Annually / Name:
Phone:
Email:
Title:
Company: / Building/Trailer/OSF – DOE owned / Condition Assessment Information System (CAIS) Upload Report, Condition Assessment Survey (CAS) reports, or data from other industry standard cost estimating systems that capture asset deficiencies at the asset level and calculate repair/replacement cost.
10. Deferred Maintenance(DM)
Update: Annually / Name:
Phone:
Email:
Title:
Company: / Building/Trailer/OSF – DOE owned / Condition Assessment Information System (CAIS) Upload Report, or other documented methodology for determining which of your asset’s Repair Needs (deficiencies) are considered Deferred Maintenance.
11. Inspection Date
Update: Annually / Name:
Phone:
Email:
Title:
Company: / Building/Trailer/OSF – DOE owned and DOE leased / CAIS Upload Report or documentation from the last Condition Assessment Survey (CAS) inspection.
12. Asset % Utilized
Update: Annually / Name:
Phone:
Email:
Title:
Company: / Building/Trailer/OSF – DOE owned and DOE leased
GSA OA – GSA owned and GSA leased / Results of Site’s Annual Utilization Survey.
13. Total No of Federal Employees
Update: Annually / Name:
Phone:
Email:
Title:
Company: / Building/Trailer – DOE owned and DOE leased
GSA OA – GSA owned and GSA leased / Data from Annual Utilization Survey, Facility Manager or other site tracking systems which are responsible to track number of occupants working in each building.
14. Total No of Contractor Employees
Update: Annually / Name:
Phone:
Email:
Title:
Company: / Building/Trailer – DOE owned and DOE leased
GSA OA – GSA owned and GSA leased / Data from Annual Utilization Survey, Facility Manager or other site tracking systems which are responsible to track number of occupants working in each building.
15. Total No of Other Personnel
Update: Annually / Name:
Phone:
Email:
Title:
Company: / Building/Trailer – DOE owned and DOE leased
GSA OA – GSA owned and GSA leased / Data from Annual Utilization Survey, Facility Manager or other site tracking systems which are responsible to track number of occupants working in each building.
16. Replacement Plant Value (RPV)
Update: Annually / Name:
Phone:
Email:
Title:
Company: / Building/Trailer/OSF – DOE owned and DOE leased / Must have rational for contractor generated RPV's. / For buildings and trailers, FIMS calculated values, CAIS or contractor calculated values. For contractor and CAIS calculated values, methodology must be provided and re-estimated at a minimum of every five years and escalated annually in between.
For OSF, CAIS or contractor calculated values. Current Plant Value (CPV) methodology. For contractor and CAIS calculated and CPV values, methodology must be provided and re-estimated at a minimum of every five years and escalated annually in between.
17. Annual Actual Maintenance (AM)
Update: Annually / Name:
Phone:
Email:
Title:
Company: / Building/Trailer/OSF – DOE owned and DOE leased
GSA OA – GSA owned and GSA leased / Captured at asset level? Yes: ___
No: ___ / Asset level data obtained from Site financial office or Computerized Maintenance Management System (CMMS).
18. Annual Required Maintenance
Update: Annually / Name:
Phone:
Email:
Title:
Company: / Building/Trailer/OSF – DOE owned and DOE leased
GSA OA – GSA owned and GSA leased / Data from Site financial or planning office.
19. Functionality Assessment Date
Update: Annually / Name:
Phone:
Email:
Title:
Company: / Building/Trailer/OSF – DOE owned and DOE leased
GSA OA – GSA owned and GSA leased / Date from the last Functionality Assessment.
20. Modernization Cost
Update: Annually / Name:
Phone:
Email:
Title:
Company: / Building/Trailer/OSF – DOE owned and DOE leased
GSA OA – GSA owned and GSA leased / Condition Assessment Information System (CAIS) Upload Report or estimates from Site planning.
21. Overall Asset Condition
Update: Annually / Name:
Phone:
Email:
Title:
Company: / Building/Trailer/OSF – DOE owned and DOE leased
GSA OA – GSA owned and GSA leased / Results from Site Functionality Assessment, Condition Assessment Surveys (CAS), or other real property indicators.
22. Mission Dependency
Update: Annually / Name:
Phone:
Email:
Title:
Company: / Building/Trailer/OSF – DOE owned and DOE leased
Land – DOE owned, DOE leased and withdrawn
GSA OA – GSA owned and GSA leased / Data provided by Facilities Group Management or from HQ Program Office issued guidance.
23. Historic Designation
Update: As needed / Name:
Phone:
Email:
Title:
Company: / Building/Trailer/OSF – DOE owned
Land – DOE owned / Documented designation from the State Historic Preservation Officer (SHPO) listing the facilities/land parcels by Property ID and/or Property Name.
24. Using Organization
Update: As needed / Name:
Phone:
Email:
Title:
Company: / Building/Trailer/OSF – DOE owned and DOE leased
Land – DOE owned, DOE leased and withdrawn
GSA OA – GSA owned and GSA leased / Data from the Site Manager or Facilities Group Management.
25. Main Location
Update: As needed / Name:
Phone:
Email:
Title:
Company: / Building/Trailer/OSF – DOE owned and DOE leased
Land – DOE owned, DOE leased and withdrawn
GSA OA – GSA owned and GSA leased / Letterhead with physical location address. Memo from Admin/Mailroom documenting package delivery (such as FedEx) address or Site website identifying Site address.
If using Zip Code, confirm validity using USPS.COM.
For leased assets, the Lease Agreement.
For GSA OA assets, the GSA Occupancy Agreement.
26. Location City
27. Location State
28. Location County
Update: As needed / Name:
Phone:
Email:
Title:
Company: / Building/Trailer/OSF – DOE owned and DOE leased
Land – DOE owned, DOE leased and withdrawn
GSA OA – GSA owned and GSA leased / Letterhead with physical location address. Memo from Admin/Mailroom documenting package delivery (such as FedEx) address or Site website identifying Site address.
Use USPS.COM to validate City, State and County based on Zip Code.
For leased assets, the Lease Agreement.
For GSA OA assets, the GSA Occupancy Agreement.
29. Location Zip Code
Update: As needed / Name:
Phone:
Email:
Title:
Company: / Building/Trailer/OSF – DOE owned and DOE leased
Land – DOE owned, DOE leased and withdrawn
GSA OA – GSA owned and GSA leased / Letterhead with physical location zip code. Memo from Admin/Mailroom documenting package delivery (such as FedEx) zip code or Site website identifying Site zip code.
Confirm validity using USPS.COM or
For leased assets, the Lease Agreement.
For GSA OA assets, the GSA Occupancy Agreement.
30. Location Congressional District
Update: As needed / Name:
Phone:
Email:
Title:
Company: / Building/Trailer/OSF – DOE owned and DOE leased
Land – DOE owned, DOE leased and withdrawn
GSA OA – GSA owned and GSA leased / Verify using zip code at
31. Excess Indicator
Update: Annually / Name:
Phone:
Email:
Title:
Company: / Building/Trailer/OSF – DOE owned
Land – DOE ownedand withdrawn / For Excess Indicator = ‘Yes’, email from indicating the approval of the Excess Screening process or prior approval email.
For Excess Indicator = ‘No’, data from Facilities Group Management or Disposition Manager/Planning.
32. Excess Date
Update: Annually / Name:
Phone:
Email:
Title:
Company: / Building/Trailer/OSF – DOE owned
Land – DOE ownedand withdrawn / For Excess Indicator = ‘Yes’, date from indicating the approval of the Excess Screening process or prior approval email.
For Excess Indicator = ‘No’, date from Facilities Group Management or Disposition Manager/Planning.
33. Estimated Disposition Year
Update: Annually / Name:
Phone:
Email:
Title:
Company: / Building/Trailer/OSF – DOE owned and DOE leased
Land – DOE owned, DOE leased and withdrawn
GSA OA – GSA owned and GSA leased / Data from the Disposition Manager/Planning.
34. GSA Notification Submitted
Update: Annually / Name:
Phone:
Email:
Title:
Company: / Building/Trailer/OSF – DOE owned
Land – DOE owned and withdrawn / Signed transmittal memo or email from Real Estate forwarding SF118 to GSA.
35. GSA Notification Accepted
Update: Annually / Name:
Phone:
Email:
Title:
Company: / Building/Trailer/OSF – DOE owned
Land – DOE owned and withdrawn / Letter of acceptance from GSA.
36. Can’t Currently Be Disposed
Update: As needed / Name:
Phone:
Email:
Title:
Company: / Building/Trailer/OSF – DOE owned
Land – DOE owned and withdrawn / Data from Disposition Manager/Planning.
37. Core Capability - 1
Update: As needed / Name:
Phone:
Email:
Title:
Company: / Building/Trailer/OSF – DOE owned and DOE leased
Land – DOE owned, DOE leased and withdrawn
GSA OA – GSA owned and GSA leased / Data from Site Real Property Officer.
38. Outgrant Indicator
Update: Annually / Name:
Phone:
Email:
Title:
Company: / Building/Trailer/OSF – DOE owned and DOE leased
Land – DOE owned, DOE leased and withdrawn / Data from Real Estate.
39. Roads - Public Access Miles for Usage Codes 1729,1739 and 1749
Update: As needed / Name:
Phone:
Email:
Title:
Company: / OSF – DOE owned / Data from Facility Manager or Infrastructure Planning.
40. Roads - Public Access Lane Miles for Usage Codes 1729,1739 and 1749
Update: As needed / Name:
Phone:
Email:
Title:
Company: / OSF – DOE owned / Data from Facility Manager or Infrastructure Planning.
41. Year Built
Update: As needed / Name:
Phone:
Email:
Title:
Company: / Building/Trailer/OSF – DOE owned / Data of Beneficial Occupancy Letter or other site documents.
42. Adjustment Cost
Update: Annually / Name:
Phone:
Email:
Title:
Company: / Building/Trailer/OSF – DOE owned / STARS reports or reports from other site managed financial databases.
43. Capitalized – Adjustment
Update: Annually / Name:
Phone:
Email:
Title:
Company: / Building/Trailer/OSF – DOE owned / STARS reports or reports from other site managed financial databases.
44. Annual Operating Cost
(Site Level)
Update: Annually / Name:
Phone:
Email:
Title:
Company: / Site level Operating Cost / Did site input any asset level operating costs? Yes: ___
No: ___ / Invoices, payment data from the site financial office.
Provide procedures for any site allocated asset level cost.
45. Initial Date
Update: As needed / Name:
Phone:
Email:
Title:
Company: / Building/Trailer/OSF – DOE leased
Land – DOE leased
GSA OA – GSA owned and GSA leased / Lease agreement or GSA Occupancy Agreement.
Electronic or hard copies of all DOE leases/ GSA Occupancy Agreements should be available at the validation.
46. Expiration Date
Update: As needed / Name:
Phone:
Email:
Title:
Company: / Building/Trailer/OSF – DOE leased
Land – DOE leased
GSA OA – GSA owned and GSA leased / Lease agreement or GSA Occupancy Agreement.
Electronic or hard copies of all DOE leases/ GSA Occupancy Agreements should be available at the validation.
47. Annual Rent
Update: Annually / Name:
Phone:
Email:
Title:
Company: / Building/Trailer/OSF – DOE leased
Land – DOE leased
GSA OA – GSA owned and GSA leased / Lease agreement or GSA Occupancy Agreement.
Electronic or hard copies of all DOE leases/ GSA Occupancy Agreements should be available at the validation.
48. Lease Authority
Update: As needed / Name:
Phone:
Email:
Title:
Company: / Building/Trailer/OSF – DOE leased
Land – DOE leased withdrawn
GSA OA – GSA owned and GSA leased / Data from Real Estate.
49. Disposition Date (Archived data)
Update: Static / Name:
Phone:
Email:
Title:
Company: / Building/Trailer/OSF/Land – all disposed assets except disposals by Admin Correction / Data from the Disposition Manager.
50. Disposition Method (Archived data)
Update: Static / Name:
Phone:
Email:
Title:
Company: / Building/Trailer/OSF/Land – all disposed assets except disposals by Admin Correction / Data from the Disposition Manager.
51. Actual Sales Price (Archived Data)
Update: Static / Name:
Phone:
Email:
Title:
Company: / Building/Trailer/OSF/Land – all disposed assets except disposals by Admin Correction / Data from Real Estate/Disposition Manager.
52. Net Proceeds (Archived data)
Update: Static / Name:
Phone:
Email:
Title:
Company: / Building/Trailer/OSF/Land – all disposed assets except disposals by Admin Correction / Data from Real Estate/Disposition Manager.
53. Bridge - Safety Inspection
Update: Same Frequency as the Required Inspection / Name:
Phone:
Email:
Title:
Company: / OSF–DOE owned publicly accessible vehicular bridges and publicly accessible and controlled access train bridges (Usage Codes: 1468, 1469 and 1768) / Bridge Safety Inspection report.

Source_Doc_Worksheet 1 January 2, 2019