U'S' Department of Energys Office of Science

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U.S. Department
of Energys
Office of Science
Update on SC Facilties and Infrastructure
Management

• 2004 FIMS Workshop

John Yates May 26, 2004
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Topics

• Infrastructure Overview
• Facilities for the Future
• Strategic Plan and Infrastructure
• RPAM Implementation
• Re-organization
• Funding Facilities for the Future of Science
• Deferred Maintenance RIC
• Hqs Review of Mission Need for Leasing
• Land Use Plans, Master Site Plans and TYSP
• OSF 3000 Facilities
• RPV Trend Analysis
• SC Fields RIC, MPI and CFI

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SC Infrastructure Overview

• SC is landlord of 10 major labs
• Together they have 1500 buildings, 20M sq.ft. of
  space, an RPV of 11B RPV with 6B RPV of
  supporting facilities
• SC builds and operates some of the nations most
  advanced RD user facilities at its labs (5B in
  RPV) 
• World Class Science Needs Excellent Supporting
  Infrastructure
• SC invests in supporting facilities via line item
  projects, general plant projects, excess facility
  disposition funding
• Maintenance largely funded from lab overhead
  space charges

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SCs Strategic Plan 2004

• Goal Establish a modern laboratory system, fully
  capable of delivering the science our Nation
  requires
• Strategy
• Size our facilities to scientific demand,
  including investing in new replacement support
  facilities where needed and removing excess
  facilities
• Increase our annual laboratory maintenance
  investment to a level consistent with nationally
  recognized standards (i.e., generally, 2 to 4 of
  RPV for conventional facilities)
• Increase overall functionality of general-purpose
  facilities by significantly increasing our annual
  capital investment
• Support greater flexibility in the use of funds
  for maintenance and modernization

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SC Fully Endorses the New Real Property Asset
Management Order 430.1B

• RPAM objective to establish a corporate,
  holistic and performance-based approach to real
  property asset management that links real
  property asset planning, programming, budgeting,
  and evaluation to program mission projections and
  performance outcomes.
• SC helped develop the Order

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SC is Implementing the RPAM
Our Schedule

• February 19th - Half-day Tel-video conference
• Follow-up meetings at various sites (as
  necessary)
• March 19th - Sites submit Implementation Plans
  (IPs)
• April 5th - Issue Draft TYSP guidance with
  funding plan
• April 27-29 RPAM Training in CH
• May 7th SC-82 presents summary of IP's
• May 17th Sites submit Implementation Progress
  Reports
• June 1st Issue Final TYSP Guidance
• July 15th Sites submit Implementation Progress
  Report
• September 1st Sites submit Implementation
  Completion Memos
• September 15th SC Memo to S-2 stating
  implementation complete
• November 1st TYSPs due to SC-82

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New SC Organization Chart
Research Programs fund GPP and program
line items
SLI Program funds general purpose line items and
Excess Facilities
Site Managers oversee lab funding of Maintenance
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Responsibilities

• Site Managers responsible for all facilities and
  especially maintenance of support facilities and
  allocation of GPP to highest priorities
• Programs fund GPP funding and SLI Program funds
  line items and excess facilities as directed by
  SC-1 based on advice/guidance from COO and others
  
• Program offices fund the operation and
  maintenance of accelerators, reactor and other
  program facilities key performance measure is
  achieving designated run times reliably
• Contractors manage facilities based on DOE
  guidance and contract requirements

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Office of ScienceFY 2005 Budget Request by
Program

10M reduction in Health and Safety
Improvements and 15.2M reduction in Construction
due to difficult budget year with high priority
need in other SC programs.
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Construction Projects by Site
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Construction Projects by Site
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Facilities for the Future of Science

• SC issued the report Facilities for the Future
  of Science A Twenty-Year Outlook on November
  10, 2003
• Portfolio of 28 prioritized new scientific
  facilities and upgrades to current facilities
  spanning the scientific disciplines to ensure the
  U.S. retains its primacy in critical areas of
  science and technology well into the next century

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SCs General Purpose Facility Infrastructure
Investment
Goal 240M (4 of RPV)
209
Direct Funded
186
181
Indirect Funded
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for Conventional Facilities Only does not
include programmatic investments such as light
source or accelerator upgrades, new accelerators,
nanoscience centers, etc..
IGPP 6 7
6.5
Line Items, Excess GPP Total Invest
Indicator Maintenance Total Invest
Indicator
75.5 77.1 70 1.26
1.29 1.17 104.5 97
132.1 1.7 1.6 2.2
Based on 6B RPV of conventional facilities
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Rehab Improvement Needs Outweigh Deferred
Maintenance Needs
Total 1,561.1
1,109.5
451.6
OSF other non-building structures and
facilities like roads and utility systems
(Excludes SC facilities at ORNL at Y-12, Notre
Dame, MIT, Lovelace, LLNL, Sandia and Cal
Tech) FY 03 FIMS Data Report 122
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Deferred Maintenance andRehab Improvement
Costs by Lab
OSF other non-building structures and
facilities like roads and utility systems
FY 03 FIMS Data
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Leasing

• SC Hqs is now reviewing Site Office approved
  mission need justification for all new space
  leases of 10,000 sf or more
• Provide concurrence to Certified Realty
  Specialist working the leasing terms and
  conditions
• SC-82 is coordinating
• SC TYSP Guidance requires leasing plans for the
  up-coming year to be included

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Land Use Plans, Master Site Plans and Ten Year
Site Plans

• The Land Use Plan (LUP) is required and is
  largely a zoning plan
• Many sites have Master Site Plans (MSP) that show
  development plans and siting of new facilties
• SC TYSP Guidance encourages sites to include
  their LUP and MSP in the TYSP
• Makes sense functionally and resource wise

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OSF 3000 Facilties

• The OSF category 3000 facilties are considered
  programmatic facilities and are excluded from
  certain actual and deferred maintenance
  calculations
• The FIMS definitions are very high level and
  subject to local interpretation
• For example are support systems like chillers
  and electrical substations included?
• SC is undertaking a review of the OSF 3000
  facilities to determine how interpreted and
  implemented and if additional guidance and more
  specific definitions are required
• Expect to have results later this summer

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Determining RPV for Use Computing Indices
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RPV Changes

• SC Hqs is requiring notification of significant
  (5) planned changes in RPV or, in one or more of
  the following buildings, trailers, OSF category
  3000, and OSFother (non-cat 3000)
• Changes may be due to
• additions and deletions
• movement of a facility to or from OSF 3000
• new site factors
• use of new models
• updated model costing
• SC TYSPs will include a summary explanation of
  RPV change since last Plan

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Landlord Program Field

• OECM uses this field to assign maintenance
  responsibility for the facility
• This field generally relates to who constructed
  the facility and not who manages the facility
• For example, SC is the designated landlord for
  the Combustion Research Facility at Sandia
  Livermore, but SC is a tenant and pays space
  charge
• NNSA as landlord Sandia manages the facility
• This approach provides a consistent site wide
  approach to facility management, rather than
  numerous landlords working to different standards
• SC is requesting that the landlord field should
  reflect who manages the conventional aspects of a
  facility, not who built it

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New SC Planning Data Fields in 2003Will be
Continued

• Conventional Facility Indicator (CFI)
• Modernization Planning Indicator (MPI)
• Rehabilitation and Improvement Cost (RIC)

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Definitions

• Rehab and Improvement Cost (RIC) - The cost to
  rehab/improve/modernize a general
  purpose/conventional property to support current
  and planned mission activities as documented in
  the lab's Strategic Facilities Plan (SFP)
  excluding those costs already reported in the
  FIMS Deferred Maintenance field.
• Deferred Maintenance (DM) - The maintenance that
  was not performed when it should have been or was
  scheduled to be and which, therefore, is put off
  or delayed for a future period. A cost required
  to restore a facility to its current use as-built
  condition.

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Purpose of New Fields

• To identify general purpose/conventional
  facilities as a subset of all facilities (i.e.,
  versus programmatic ones)
• To measure rehab, improvement and replacement
  costs of general purpose/conventional facilities
  to support planned missions
• To reflect modernization plans for general
  purpose/conventional facilities identified in the
  lab prepared Strategic Facilities Plans

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Conventional Facility Indicator (CFI)

• Indicates the percentage of an OSF Category 3000
  FIMS asset that is deemed general
  purpose/conventional (GP/C)
• CFI
• 100 if totally GP/C
• 0 if totally Programmatic
• gt0 and lt100 if mixed programmatic and GPC
• An example of a mixed asset is an accelerator
  beam line and tunnel listed in FIMS as one
  Other Structure and Facility (OSF) record. The
  RPV of the building or tunnel and the equipment
  related to the shell is the GP/C portion. The
  RPV of magnets and installed equipment that are
  part of the research device constitute the
  programmatic portion. If the RPV of the GP/C
  portion is 24 of the total RPV, then the CFI
  would be 24

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Modernization Planning Indicator (MPI)

• Indicates plan for that GP/C in the laboratorys
  Strategic Facilities Plan (SFP)
• Field completed for all assets including excess
• Field not required for programmatic facilities
  (CFI 0)
• MPI
• 1 asset to be replaced by another new facility
• 2 asset to be demolished without replacement
• 3 asset to continue to operate, with or without
  maintenance and RIC investments

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Rehabilitation and Improvement Cost (RIC)

• The estimated cost to rehab/improve/modernize a
  continuing general purpose/conventional (GP/C)
  asset (i.e., CFI gt0 and MPI 3) to support
  current and planned mission activities as
  documented in the labs SFP excluding those costs
  already reported in the FIMS Deferred Maintenance
  (DM) field
• Also, the estimated cost to replace a GP/C asset
  (MPI 1) or demolish a GP/C asset that is not
  replaced (MPI 2)
• This field is applicable to all SC owned
  buildings and OSF
• The sum total of all the DM and RIC for general
  purpose/conventional facilities should
  approximate the modernization investments
  identified in the laboratorys SFP
• Expected quality of cost estimates is similar to
  that found in SFPs

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Rehabilitation and Improvement Cost (RIC)

• Replacing GP/C Assets
• The Modernization Planning Indicator for each
  asset being replaced should be set to 1
• When a group of assets are to be replaced by a
  new asset, the total estimated cost (TEC) of the
  new asset should be allocated to the assets being
  replaced
• The sum of DM and RIC for all the assets being
  demolished should equal the TEC of the new asset
  (Note this check can only be performed by the
  site FIMS will not have project information to
  allow verification)

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Rehabilitation and Improvement Cost (RIC)

• Demolishing a GP/C Asset
• Set Modernization Planning Indicator to 2
• RIC is estimated demolition cost

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Rehabilitation and Improvement Cost (RIC)

• Rehab and Improvement of a GP/C Asset
• Set MPI to 3
• Generally, the sum of DM and RIC should not
  exceed RPV

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FIMS Generated Information

• Total Rehabilitation and Improvement Cost (TRIC)
  calculated for each general purpose/conventional
  asset as the sum of its DM and RIC.
• Total Summary Condition Index (TSCI) calculated
  for each general purpose/conventional asset as
  the TRIC divided by RPV expressed as a percentage
• Standard FIMS Reports bottom of Maintenance Tab
  for Office of Science Custom Report Menu

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Sample Planning Analysis
Lab Planning staff crosswalks SFP Projects to
Individual Facilities
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Sample Planning Analysis
Lab Planning staff sorts by facility and prepares
table of required info for entry by FIMS
Administrator
FIMS Fields -------------------------------------
----------
This is not a data field in FIMS shown here
for information purposes
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Implementation of New Fields

• Updated annually, generally the same time the DM
  field is updated in October

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Contact

• John Yates
• Director, Laboratory Infrastructure Division
• Office of Laboratory Policy and Infrastructure
• Office of Science
• Department of Energy
• 301-903-8435
• fax [phone]
• E-mail john.yates_at_science.doe.gov