![](media/image1.png){width="1.1666666666666667in" height="0.75in"}

**U.S. Department of Agriculture**

**Corporate Property Automated Information System (CPAIS)**

**Functional Requirements Analysis**

June 13, 2003

Final

> Version 1.0

Revision Log

*The following table provides a log of each revision of the document
that has been issued.*

  -----------------------------------------------------------------------------
  Status   Version   Description   Author    Reviewer    Memo \#     Issue Date
  -------- --------- ------------- --------- ----------- ----------- ----------
  Draft    1.0       Sections 1.1  LAE/DBM   JPG         USDA-3715   04/14/03
                     -- 1.2.1                                        

  Draft    1.1       Draft to date LAE/DBM   JPG         USDA- 3733  04/25/03

  Draft    1.2       Draft to date LAE/DBM   JPG         USDA-3761   05/05/03

  Draft    1.3       Draft to date LAE/DBM   JPG         USDA-3777   05/09/03

  Draft    1.4       Draft         LAE/DBM   JPG         USDA-3817   06/05/03

  Final    1.0       Final         SCK/DBM   JPG         USDA-3843   06/13/03
  -----------------------------------------------------------------------------

Table of Contents

[1 CPAIS Functionality 1-1](#cpais-functionality)

[1.1 CPAIS Functional Requirements 1-2](#cpais-functional-requirements)

[1.2 Types of Real Property 1-3](#types-of-real-property)

[1.2.1 USDA Owned Property 1-4](#usda-owned-property)

[1.2.1.1 USDA Owned Property Workflow
1-4](#usda-owned-property-workflow)

[1.2.1.1.1 Purchase 1-4](#purchase)

[1.2.1.1.2 Design and Construction 1-5](#design-and-construction)

[1.2.1.1.3 Donation or Exchange 1-6](#donation-or-exchange)

[1.2.1.2 Stewardship 1-9](#stewardship)

[1.2.1.3 USDA Owned Property Data Elements
1-9](#usda-owned-property-data-elements)

[1.2.2 GSA Assignments 1-10](#gsa-assignments)

[1.2.2.1 GSA Assignment Workflow 1-11](#gsa-assignment-workflow)

[1.2.2.1.1 GSA Rent Comparisons 1-14](#gsa-rent-comparisons)

[1.2.2.1.2 Central Rent Account 1-14](#central-rent-account)

[1.2.2.1.3 National Capital Region 1-14](#national-capital-region)

[1.2.2.2 GSA Assignment Data Elements
1-15](#gsa-assignment-data-elements)

[1.2.3 USDA Commercial Leases 1-16](#usda-commercial-leases)

[1.2.3.1 USDA Commercial Lease Workflow
1-16](#usda-commercial-lease-workflow)

[1.2.3.2 USDA Commercial Lease Data Elements
1-19](#usda-commercial-lease-data-elements)

[1.2.3.3 Capital Leases 1-20](#capital-leases)

[1.2.3.4 Land Lease Workflow 1-20](#land-lease-workflow)

[1.2.3.5 CPAIS Land Lease Data Elements
1-23](#cpais-land-lease-data-elements)

[1.2.3.6 Agreements 1-23](#agreements)

[1.2.3.6.1 Reimbursable/Non-Capitalized Cooperative Agreements
1-24](#reimbursablenon-capitalized-cooperative-agreements)

[1.2.3.6.2 Cooperative Agreements 1-24](#cooperative-agreements)

[1.2.3.6.3 Revocable Permits 1-24](#revocable-permits)

[1.2.3.6.4 Memorandum of Understanding
1-24](#memorandum-of-understanding)

[1.2.3.6.5 Easements 1-25](#easements)

[1.2.3.6.6 Free Space 1-25](#free-space)

[1.2.3.6.7 Agreement Workflow 1-25](#agreement-workflow)

[1.2.3.6.8 Agreement Data Elements 1-28](#agreement-data-elements)

[1.3 Property Management 1-29](#property-management)

[1.3.1 Manage Real Property 1-29](#manage-real-property)

[1.3.1.1 Real Property Management Workflow
1-29](#real-property-management-workflow)

[1.3.2 Manage Physical Security 1-32](#manage-physical-security)

[1.3.2.1 Physical Security Management Workflow
1-32](#physical-security-management-workflow)

[1.3.3 Manage Real Property Portfolio
1-34](#manage-real-property-portfolio)

[1.3.3.1 Real Property Portfolio Management Workflow
1-34](#real-property-portfolio-management-workflow)

[1.3.4 Manage Business Performance 1-36](#manage-business-performance)

[1.3.4.1 Business Performance Management Workflow
1-36](#business-performance-management-workflow)

[1.3.5 Manage Property Disposal 1-38](#manage-property-disposal)

[1.3.5.1 Property Disposal Management Workflow
1-38](#property-disposal-management-workflow)

[2 Corporate Financial System Specific Processing
2-1](#corporate-financial-system-specific-processing)

[2.1 Unique Asset Identifier 2-1](#unique-asset-identifier)

[2.2 Interfaces 2-2](#interfaces)

[2.2.1 The CPAIS to FFIS Interface 2-2](#the-cpais-to-ffis-interface)

[2.2.1.1 Derivation of FFIS Transaction Code
2-2](#derivation-of-ffis-transaction-code)

[2.2.1.2 Derivation of FFIS Transaction Type
2-2](#derivation-of-ffis-transaction-type)

[2.2.1.2.1 Modifications and Cancellations
2-3](#modifications-and-cancellations)

[2.2.1.2.2 Referencing 2-3](#referencing)

[2.2.1.3 Transaction Date and Accounting Period
2-3](#transaction-date-and-accounting-period)

[2.2.1.4 Input Record Format 2-3](#input-record-format)

[2.2.1.5 CPAIS Modifications 2-3](#cpais-modifications)

[2.2.1.6 Interface Design Approach 2-3](#interface-design-approach)

[2.2.1.7 CPAIS-Generated Documents 2-4](#cpais-generated-documents)

[2.2.2 Document Identification 2-4](#document-identification)

[2.2.2.1 CPAIS to FFIS Interface Edits
2-5](#cpais-to-ffis-interface-edits)

[2.2.2.1.1 UTHELLO Edits 2-5](#uthello-edits)

[2.2.2.1.2 UTHELLO Requirements 2-5](#uthello-requirements)

[2.2.2.1.3 DOCLOAD Edits 2-6](#docload-edits)

[2.2.2.1.4 Document Processor Edits 2-7](#document-processor-edits)

[2.2.3 The FFIS to CPAIS Interface 2-7](#the-ffis-to-cpais-interface)

[2.2.3.1 FFIS to CPAIS Interface Approach
2-8](#ffis-to-cpais-interface-approach)

[2.2.3.2 FFIS to CPAIS Interface Mechanics
2-8](#ffis-to-cpais-interface-mechanics)

[2.2.3.3 FFIS to CPAIS Interface Assumptions
2-9](#ffis-to-cpais-interface-assumptions)

[2.2.3.3.1 Record Selection 2-9](#record-selection)

[2.2.3.3.2 Unique Asset Codes 2-9](#unique-asset-codes)

[2.2.3.4 FFIS to CPAIS Interface Implementation Considerations
2-10](#ffis-to-cpais-interface-implementation-considerations)

[2.2.3.4.1 Performance 2-10](#performance)

[2.2.3.4.2 Capacity 2-10](#capacity)

[2.2.3.4.3 Maintainability 2-10](#maintainability)

[2.2.3.4.4 Operations 2-10](#operations)

[2.2.3.4.5 Security 2-10](#security)

[2.2.3.4.6 System Setup & Documentation
2-10](#system-setup-documentation)

[2.2.3.5 UTCIAO Utility 2-10](#utciao-utility)

[2.2.3.5.1 UTCIAO Requirements 2-11](#utciao-requirements)

[2.2.4 CPAIS to FFIS UAIT Edit 2-11](#cpais-to-ffis-uait-edit)

[2.2.5 GSA STAR Billing System to CPAIS Interface
2-11](#gsa-star-billing-system-to-cpais-interface)

[2.2.6 Forest Service Infra to CPAIS Interface
2-11](#forest-service-infra-to-cpais-interface)

[2.2.7 GSA 1166 FRPP Electronic Filing Interface
2-11](#gsa-1166-frpp-electronic-filing-interface)

[3 Application Security Requirements
3-1](#application-security-requirements)

[3.1 Definitions 3-1](#definitions)

[3.2 Sensitive But Unclassified Information Protection
3-3](#sensitive-but-unclassified-information-protection)

[3.2.1 Policy 3-4](#policy)

[3.2.2 Procedures 3-5](#procedures)

[3.3 Encryption Security Standards 3-6](#encryption-security-standards)

[3.3.1 Policy 3-7](#policy-1)

[3.3.2 Procedures 3-7](#procedures-1)

[3.3.3 Approved Protocols and Protection Techniques
3-8](#approved-protocols-and-protection-techniques)

[3.4 Federal Systems Security Requirements
3-9](#federal-systems-security-requirements)

[3.4.1 Security Classification 3-9](#security-classification)

[3.5 USDA Security Requirements 3-10](#usda-security-requirements)

[3.5.1 Identification and Authentication
3-11](#identification-and-authentication)

[3.5.2 Need-To-Know 3-11](#need-to-know)

[3.5.3 Discretionary Access Control 3-11](#discretionary-access-control)

[3.5.4 Object Reuse 3-12](#object-reuse)

[3.5.5 Audit Trails 3-12](#audit-trails)

[4 508 Compliance 4-1](#compliance)

[4.1 Software Applications and Operating Systems (1194.21)
4-1](#software-applications-and-operating-systems-1194.21)

[4.2 Web-based Intranet and Internet Information and Applications
(1194.22)
4-2](#web-based-intranet-and-internet-information-and-applications-1194.22)

[4.3 Functional Performance Criteria (1194.31)
4-3](#functional-performance-criteria-1194.31)

[5 JFMIP Requirements Matrix 5-1](#jfmip-requirements-matrix)

[6 Reports 6-1](#reports)

[6.1 1166 FRPP Report 6-1](#frpp-report)

[6.2 Space Management Plan (DR 1620-2)
6-2](#space-management-plan-dr-1620-2)

[6.2.1 Master Space Plan/Strategy 6-3](#master-space-planstrategy)

[6.2.2 Annual Baseline Report 6-3](#annual-baseline-report)

[6.2.3 Verification of Distribution of Space Costs Report
6-3](#verification-of-distribution-of-space-costs-report)

[6.3 Space Budget Justification Report
6-3](#space-budget-justification-report)

[6.4 Accessibility Certification 6-4](#accessibility-certification)

[6.5 Energy Reporting 6-5](#energy-reporting)

[6.5.1 Energy Program Report 6-5](#energy-program-report)

[6.5.2 Energy Improvement Report 6-7](#energy-improvement-report)

[6.6 Historical Property Report 6-7](#historical-property-report)

[6.7 ARS Reports 6-8](#ars-reports)

[6.8 APHIS Reports 6-15](#aphis-reports)

[6.9 NCR Reports 6-16](#ncr-reports)

[6.10 Space Budget Justification Report
6-19](#space-budget-justification-report-1)

[6.11 OPPM Summarization Reports 6-21](#oppm-summarization-reports)

[7 Outstanding Issues 7-1](#outstanding-issues)

[8 Requirements Traceability Matrix
8-1](#requirements-traceability-matrix)

List of Figures

[Figure 1‑1 Owned Real Property Business Process Workflow
1-8](#__RefHeading___Toc43279188)

[Figure 1‑2 GSA Assignment Business Process Workflow
1-13](#__RefHeading___Toc43279189)

[Figure 1‑3 USDA Commercial Lease Business Process Workflows
1-18](#__RefHeading___Toc43279190)

[Figure 1‑4 Land Lease Business Process Workflow
1-22](#__RefHeading___Toc43279191)

[Figure 1‑5 Agreement Business Process Workflow
1-27](#__RefHeading___Toc43279192)

[Figure 1‑6 Real Property Business Process Workflow
1-31](#__RefHeading___Toc43279193)

[Figure 1‑7 Physical Security Business Process Workflow
1-33](#__RefHeading___Toc43279194)

[Figure 1‑8 Real Property Portfolio Management Business Process Workflow
1-35](#__RefHeading___Toc43279195)

[Figure 1‑9 Business Performance Management Workflow
1-37](#__RefHeading___Toc43279196)

[Figure 1‑10 Property Disposal Business Process Workflow
1-39](#__RefHeading___Toc43279197)

[Figure 2‑1 CPAIS-Generated Documents 2-4](#__RefHeading___Toc43279198)

[Figure 2‑2 Document Identification 2-5](#__RefHeading___Toc43279199)

[Figure 2‑3 FFIS to CPAIS General Ledger Selection Accounts
2-9](#__RefHeading___Toc43279200)

[Figure 3‑1 USDA Security Requirements
3-13](#__RefHeading___Toc43279201)

[Figure 5‑1 JFMIP Requirements Matrix 5-1](#__RefHeading___Toc43279202)

[Figure 6‑1 ARS Report Name and Descriptions
6-8](#__RefHeading___Toc43279203)

[Figure 6‑2 FIRM Report Name and Required Data Elements
6-11](#__RefHeading___Toc43279204)

[Figure 6‑3 APHIS Reports and Data Elements
6-15](#__RefHeading___Toc43279205)

[Figure 6‑4 NCR Reports and Required Data Elements
6-16](#__RefHeading___Toc43279206)

[Figure 6‑5 Space Budget Justification Report Data Elements
6-20](#__RefHeading___Toc43279207)

[Figure 8‑1 CPAIS Requirements Traceability Matrix
8-1](#__RefHeading___Toc43279208)

Executive Summary

The United States Department of Agriculture (USDA) reported over 8
billion dollars in assets on the balance sheet in fiscal year 2002. As
the second largest landholder in the Federal Government, the USDA owns
approximately 192 million acres of land and occupies approximately 51
million square feet of space (owned and leased). The USDA endeavors to
implement a Corporate Property Automated Information System (CPAIS).

This document discusses the functional requirements identified in the
business process requirements workshops held by the Associate Chief
Financial Officer for Financial Systems (ACFO-FS), Forest Service, the
Office of Procurement and Property Management (OPPM), and General
Services Administration (GSA). The document sets the initial boundaries
and scope for the modification of the Infrastructure Real Property
Subsidiary (Infra) into CPAIS. The document also discusses the types of
property controlled by the USDA, the workflows and data elements
necessary to track and report real property, and the property management
duties of the Realty Specialist. Additionally, the document outlines the
data flows between CPAIS and the Corporate Financial System (Foundation
Financial Information System (FFIS)), the GSA System for Tracking and
Accounting for Real Property (STAR) Billing System, and the Forest
Service Infra system.

Assumptions

-   One accounting strip (ACCS) will relate to one and only one real
    property asset.

-   CPAIS will capture all accounting elements that are used by all USDA
    agencies to record accounting activity related to real property
    transactions.

-   A combination of accounting elements will be used to derive a unique
    identifier for each real property asset.

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-   Forest Service can associate an asset number with particular
    accounting elements on the MJOB table. FFIS will be enhanced to
    allow all USDA agencies to associate an asset number with specific
    accounting elements.

    -   The FFIS to CPAIS interface will be created to utilize the
        proposed FFIS enhancement and send the appropriate asset number
        and accounting information to CPAIS from all FFIS applications.

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-   CPAIS to FFIS interface will be created to produce SV clone
    documents that can record appropriate accounting elements for all
    FFIS agencies.

-   An automated process will be identified to load rent bill data from
    the GSA STAR Billing System to CPAIS.

-   Any differences between the GSA STAR bill amount and the amount
    indicated in the final Occupancy Agreement (OA) will be flagged for
    adjustment. After the initial comparison of the OA to the GSA STAR
    bill, on a month-to-month basis, the subsequent bills will be
    compared to the previous month for identification of any adjustment.

-   OPPM will obtain a block of Installation Numbers from GSA and load
    them into CPAIS. CPAIS will generate the Installation Number as
    needed for owned property and commercial leases from the block of
    remaining numbers. OPPM will manage the process. In the instance of
    GSA Assignments, GSA provides the Installation Number.

-   OPPM will provide a distribution list of Federal Site Numbers.

-   OPPM will have central control over the source of Federal Site
    Numbers

-   CPAIS shall have the ability to generate USDA-level and agency-level
    reports.

-   CPAIS shall facilitate management of the Central Rent Account at
    headquarters.

-   The only attachments that can be made to a CPAIS property record
    will be word-processing documents, spreadsheet documents, and .jpg
    images.

-   CPAIS shall replace the Forest Service real property accounting
    interfaces between Infra and FFIS.

-   In order to systematically derive different posting models by using
    the GL post type, all agencies must use FFIS Job Number as an
    accounting element for USDA owned property, USDA commercial leases,
    and GSA Assignments.

-   Agencies already using FFIS Job Number will be reviewed and a
    numbering scheme will be developed that will not impact their
    current processing.

-   Any agency utilizing custom software (e.g., Forest Service
    Management Code Processing) that populates the FFIS Project Table
    (PROJ), must analyze the need for modification to that software

-   CPAIS will maintain the full FFIS data element lengths.

-   A complete physical inventory of real property shall be conducted
    over a 5 year cycle and the results recorded in CPAIS.

# CPAIS Functionality

CPAIS will maintain data elements necessary to track and manage USDA
owned property, leased property, and GSA Assignments. CPAIS will serve
as the subsidiary ledger for USDA owned property and the primary
inventory reporting and portfolio management tool for all real property.
CPAIS will record the acquisition, accumulated depreciation, and
disposal of a real property asset, while the Corporate Financial System
and the procurement systems (e.g., IAS, PRCH) will continue to generate
the financial transactions associated with the acquisition and use of
real property. CPAIS will also track specific data elements necessary to
meet external mandatory reporting requirements and ad hoc query
requirements, whether the reports are generated from CPAIS or from the
data warehouse.

As a subsidiary ledger, CPAIS will interface with the Corporate
Financial System on a monthly basis through a two-way interface.

-   The FFIS to CPAIS interface program will send USDA owned-property
    accounting transactions from the Corporate Financial System to
    CPAIS.

-   The CPAIS to FFIS interface program will send real property
    transactions from CPAIS to the Corporate Financial System, such as
    balance sheet transfers (work in progress adjustments), transfers to
    or from other Federal agencies, depreciation expense, and the
    write-off of capital values.

CPAIS will interface with the GSA STAR Billing website, and
electronically file the 1166 Federal Real Property Profile (1166 FRPP),
which was formerly titled "The Worldwide Inventory Report". CPAIS will
demonstrate adherence to security, accessibility, and compliance
policies governing Federal Government computer systems.

The following sections discuss the specific functional requirements of
CPAIS and the types of property controlled by the USDA, the workflows
and data elements necessary to track and report real property, and
reports the system will produce.

## CPAIS Functional Requirements

The following section summarizes the functional requirements of CPAIS.
In order to act as a corporate solution for real property management,
CPAIS must:

-   Maintain data elements required for tracking acquisition of USDA
    owned or leased property, including land leases, GSA Assignments,
    and agreements.

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-   Maintain data elements required to calculate asset valuation of USDA
    owned property.

    -   Collect and manage data related to purchase cost and Work In
        Progress (WIP) accounting

    -   Generate depreciation expense transactions

-   Maintain data elements required for the management of GSA
    Assignments, including the Central Rent Account and the National
    Capital Region.

-   Capture the source of funds breakdown for a particular space to
    facilitate management of the Central Rent Account, Lease, Agreement,
    and GSA Star Billing.

-   The agency establishes a shell record with a differentiation between
    mandatory, required, and optional field designations, defined as
    follows:

    -   'Required' indicates that full functionality of CPAIS requires
        that the field be completed.

    -   'Mandatory' indicates the minimum set of required fields
        necessary to establish a shell record in CPAIS. Once the
        mandatory fields are complete, the record will be saved.

    -   'Optional' indicates that the field is not required for CPAIS
        functionality or USDA requirements.

-   Maintain data elements necessary to distinguish land or buildings as
    'Heritage' and/or 'Historical' property in accordance with Executive
    Order 13287 *Preserve America*.

-   Interface with the Corporate Financial System to post financial
    transactions for USDA owned property.

    -   The property can be purchased, donated, exchanged, or
        transferred.

    -   The transactions can be manually entered into the Corporate
        Financial System or generated by the procurement system (e.g.,
        IAS, PRCH).

-   Interface with the GSA STAR Billing System to facilitate rent
    comparison.

-   Interface with the Forest Service Infra system. Forest Service will
    consolidate field data to facilitate this interface. Forest Service
    will continue to use Infra to support other business processes.

-   Maintain data elements necessary to prepare mandatory USDA, GSA, and
    OPPM reports and various ad-hoc queries on both a USDA level and an
    agency level.

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-   Maintain data elements necessary to prepare and electronically
    submit the 1166 FRPP. The annual 1166 FRPP reports property
    inventory for USDA owned and leased property.

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-   Maintain data elements to facilitate property management
    requirements.

-   Accommodate changes to agency space needs over time.

-   Maintain data elements necessary to track and manage physical
    security.

-   Maintain data elements necessary to manage the real property
    portfolio and perform business management functions.

-   Allow security levels and controls to facilitate security monitoring
    from a central site.

-   CPAIS must accommodate the entire FFIS accounting string.

-   CPAIS will capture the four-digit GSA Agency Bureau Code and will
    crosswalk the code to the two-digit USDA Agency Code. CPAIS will
    display both codes.

-   CPAIS will track Condition Ratings. Values will be provided during
    the detailed design phase.

-   CPAIS must feature a data entry capability to allow for table
    maintenance (e.g., reference data).

-   CPAIS must feature a data entry capability to allow for security
    configuration and maintenance.

## Types of Real Property

CPAIS must maintain data elements required for tracking acquisition of
USDA owned or leased property, including GSA Assignments, and
agreements. The USDA categorizes real property as follows:

-   Owned Property

    -   Purchase, Donation, Exchange, or Transfer

    -   Design and Construction (WIP accounting)

-   GSA Assignments

-   USDA Commercial Leases and Land Leases

    -   Agreements

### USDA Owned Property

CPAIS must track USDA owned property for WIP accounting, inventory
reporting, and depreciation valuation purposes, regardless of whether
the property was purchased or constructed by a USDA agency, or received
through donation, exchange, or transfer. CPAIS must interface with the
Corporate Financial System to receive financial transactions that are
either manually entered into the Corporate Financial System or
automatically generated by the procurement system (e.g., IAS, PRCH).
CPAIS will function as the system of record for USDA owned property.

#### 1.2.1.1 USDA Owned Property Workflow

The following sections describe the process workflow and system
requirements for capturing the cost of real property assets, data
elements, and reports required for managing USDA owned property
(including donations, exchanges, and transfers).

##### 1.2.1.1.1 Purchase

This section describes the CPAIS functional workflow and system
requirements for managing the purchase of a real property asset.

-   The agency acquires the fixed asset and records the real property
    asset in CPAIS in the form of a shell record, with a status of Work
    in Progress (WIP). CPAIS must maintain an asset record for real
    property with a status of WIP when the purchase of a real property
    asset is made, regardless of the method of acquisition; to collect
    all costs prior to placing the asset in service (e.g. surveying
    costs, legal fees).

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-   The agency must also establish the WIP accounting elements in the
    Corporate Financial System. All WIP accounting activity related to
    the unique asset must post to General Ledger (GL) account 1720
    "Construction in Progress" (also referred to as Work in Progress or
    WIP).

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-   The agency establishes a shell record with a differentiation between
    mandatory, required, and optional field designations, defined as
    follows:

    -   'Required' indicates that full functionality of CPAIS requires
        that the field be completed.

    -   'Mandatory' indicates the minimum set of required fields
        necessary to establish a shell record in CPAIS. Once the
        mandatory fields are complete, the record will be saved.

    -   'Optional' indicates that the field is not required for CPAIS
        functionality or USDA requirements.

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-   When the agency places the asset in service, CPAIS reclassifies all
    related accounting activity from GL account 1720 to GL account 1730
    "Buildings, Improvements, and Renovations" or 1740 "Other Buildings
    and Structures." At that time, no additional activity can post to GL
    account 1720 for that asset.

-   CPAIS will automatically create depreciation entries that are sent
    to the corporate financial system through the monthly interface.

-   FFIS sends back transactions that posted for reconciliation
    processing.

-   The agency updates the CPAIS property record, as needed except from
    accounting fields that are restricted through the role-level access
    privilege to the end.

##### 1.2.1.1.2 Design and Construction

The USDA manages design services that provide the vision, layout, and
look of the space within the approved budget. The design services may be
provided internally or externally. This process includes planning
projects and developing cost and schedule estimates using systems
designed for that purpose, such as CAD engineering systems. CPAIS must
capture WIP accounting when construction of the real property asset
begins to assure that the value of the asset reflects all construction
in progress transactions. This section describes the CPAIS functional
workflow and system requirements for managing design and construction of
a real property asset.

-   CPAIS must maintain an asset record for USDA owned property from the
    start of construction of the real property asset with a status of
    WIP.

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-   The agency establishes a shell record with a differentiation between
    mandatory, required, and optional field designations, defined as
    follows:

    -   'Required' indicates that full functionality of CPAIS requires
        that the field be completed.

    -   'Mandatory' indicates the minimum set of required fields
        necessary to establish a shell record in CPAIS. Once the
        mandatory fields are complete, the record will be saved.

    -   'Optional' indicates that the field is not required for CPAIS
        functionality or USDA requirements.

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-   The agency must establish the WIP accounting elements in the
    Corporate Financial System. All WIP accounting activity related to
    the unique asset must post to General Ledger (GL) account 1720
    "Construction in Progress" (also referred to as Work in Progress or
    WIP).

-   When the agency places the asset in service, CPAIS reclassifies all
    related accounting activity from GL account 1720 to GL account 1730
    "Buildings, Improvements, and Renovations" or GL account 1740 "Other
    Buildings and Structures." At that time, no additional activity can
    post to GL account 1720 for that asset.

-   CPAIS will automatically create depreciation entries that are sent
    to the corporate financial system through the monthly interface.

-   FFIS sends back transactions that posted for reconciliation
    processing.

-   The agency must update the CPAIS property record, as needed except
    for accounting fields that are restricted through the role-level
    access privilege to the end.

##### 1.2.1.1.3 Donation or Exchange

This section describes the CPAIS functional workflow and system
requirements for managing the donation or exchange of a real property
asset.

-   The agency establishes a shell record with a differentiation between
    mandatory, required, and optional field designations, defined as
    follows:

    -   'Required' indicates that full functionality of CPAIS requires
        that the field be completed.

    -   'Mandatory' indicates the minimum set of required fields
        necessary to establish a shell record in CPAIS. Once the
        mandatory fields are complete, the record will be saved.

    -   'Optional' indicates that the field is not required for CPAIS
        functionality or USDA requirements.

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-   The agency must establish the WIP accounting elements in the
    Corporate Financial System. All WIP accounting activity related to
    the unique asset must post to General Ledger (GL) account 1720
    "Construction in Progress" (also referred to as Work in Progress or
    WIP).

-   CPAIS must maintain an asset record for real property with a status
    of WIP when the transfer of a real property asset begins, regardless
    of the method of acquisition; to collect all costs prior to placing
    the asset in service (e.g. surveying costs, legal fees).

-   When the agency places the asset in service, CPAIS reclassifies all
    related accounting activity from GL account 1720 to GL account 1730
    "Buildings, Improvements, and Renovations" or GL account 1740 "Other
    Buildings and Structures." At that time, no additional activity can
    post to GL account 1720 for that asset.

-   CPAIS will automatically create depreciation entries that are sent
    to the corporate financial system through the monthly interface.

-   FFIS sends back transactions that posted for reconciliation
    processing.

-   The agency must update the CPAIS property record as needed, except
    for accounting fields that are restricted through the role-level
    access privilege to the end.

The following figure illustrates the business process workflow for
managing purchased, donated, transferred, or exchanged real property and
for managing design and construction services.

> []{#__RefHeading___Toc43279188 .anchor}Figure 1‑1 Owned Real Property
> Business Process Workflow

![](media/image2.wmf)

#### 1.2.1.2 Stewardship 

'Stewardship Responsibility' refers to the responsibility for
accountability for the care and maintenance of government owned
property.

The Federal Accounting Standards Advisory Board (FASAB) defines
'Stewardship Property' as property owned by the federal government that
meets one of the following three criteria.

-   Real Property is labeled as a heritage asset because of artistic,
    cultural, educational, historical, or natural importance or because
    of significant architectural characteristics (e.g., the Lincoln
    Memorial or the Washington Monument).

-   Real Property, known as federal mission property (e.g., weapons
    system or space exploration equipment) that has specific
    characteristics identified by FASAB.

-   Real Property, known as 'stewardship land' is acquired for or in
    connection with general plant property and equipment (e.g., land in
    the public domain and national forest land). Some investments, such
    as national forests, are to be reported as stewardship land (by the
    number of acres) and as heritage assets (by the number of physical
    units). Such reporting is not duplicative as the type of information
    reported is different for each category of stewardship property.

#### 1.2.1.3 USDA Owned Property Data Elements

CPAIS must maintain data elements necessary to track and manage USDA
owned property. This section describes categories of data elements
maintained by CPAIS.

CPAIS must maintain data elements to identify and track the location of
USDA owned real property asset (e.g., building, land unit).

-   USDA Agency Bureau Code

-   GSA Region

-   Federal Installation Site Address, Name, and Number

-   Physical Address

-   Mailing Address

-   Geographic Location Code (GLC)

-   Congressional District

-   Historical and/or Heritage Designations

CPAIS must maintain data elements required for tracking acquisition and
calculating asset valuation of USDA owned property. Data sources include
CPAIS, Corporate Financial System (FFIS), and procurements systems
(e.g., PRCH, IAS).

-   Acquisition Data

-   Appraisal Data

-   Depreciation Data

-   Disposal Data

-   Utilization Status

CPAIS must maintain data elements pertinent to features of a real
property asset.

-   Floor and Room Assignments, if applicable

-   Head Counts (i.e., Full Time Equivalent, Peak Permanent, Peak
    Part-time and Cyclical, Peak Non-Agency

) and Space Usage

-   Property Type, GSA Predominant Usage

-   Survey and Energy Audit Information

-   Accessibility Compliance

-   Security Features

-   Multi-tenancy

### GSA Assignments

CPAIS must maintain data elements required for managing GSA Assignments,
including the National Capital Region, which is managed by the Office of
Operations. A data warehouse will report financial information for
managing GSA Assignments.

Part of the function of GSA is to secure space at favorable terms on
behalf of Federal agencies. Regardless of whether the space is owned by
the government or leased to GSA, the space is said to be under GSA
assignment to the agency with the terms and conditions spelled out in an
occupancy agreement (OA) between GSA and the agency. The following
sections describe the process workflows and system requirements for
capturing GSA Assignments and the data elements and reports required for
managing GSA Assignments.

#### 1.2.2.1 GSA Assignment Workflow

This section describes the CPAIS functional workflow and system
requirements for managing GSA Assignments.

-   The agency approves a request for space and then the agency submits
    the request for space to GSA for approval.

-   GSA drafts an OA, which contains identification information, contact
    information, cost information, and appropriate ad hoc clauses.

-   The agency accepts the pro forma OA and the agency generates a
    commitment. Forest Service has the authority to negotiate on its
    own.

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-   The agency establishes a shell record with a differentiation between
    mandatory, required, and optional field designations, defined as
    follows:

    -   'Required' indicates that full functionality of CPAIS requires
        that the field be completed.

    -   'Mandatory' indicates the minimum set of required fields
        necessary to establish a shell record in CPAIS. Once the
        mandatory fields are complete, the record will be saved.

    -   'Optional' indicates that the field is not required for CPAIS
        functionality or USDA requirements.

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```
-   The agency updates the OA information and the CPAIS record on an
    ongoing basis throughout the process, until a final OA is accepted.

-   GSA negotiates and inspects any built-out space. The agency monitors
    negotiations and approves the inspection. GSA establishes dates and
    provides final updates to the OA and lease. Rent begins on the
    following day.

-   CPAIS must maintain data elements from the final OA and lease
    summary to establish a baseline for rent comparisons with GSA.

-   To accommodate fluctuating space needs, CPAIS must:

    -   Maintain flexible start and end lease dates.

    -   Calculate and maintain escalation projections for budgeting
        purposes.

-   CPAIS must feature field-locking capabilities to secure data and to
    allow budget development by the agency and monitoring from
    headquarters.

-   CPAIS must facilitate data downloads to facilities managers in the
    form of MS Excel or MS Word files.

-   The agency must update the CPAIS property record as needed, except
    for accounting fields that are restricted through the role-level
    access privilege to the end.

The following figure illustrates the business process workflow for
managing GSA Assignments.

> []{#__RefHeading___Toc43279189 .anchor}Figure 1‑2 GSA Assignment
> Business Process Workflow

![](media/image3.wmf)

##### 1.2.2.1.1 GSA Rent Comparisons

GSA charges agencies for shared or common space on a prorated basis.
Agencies perform monthly rent comparisons to verify the billed amount
matches the OA, and to request rent adjustments where unsubstantiated or
incorrect differences appear. Legitimate differences may exist where GSA
adjusted the rent bill based on events that modify the 'baseline', such
as changes in the Consumer Price Index (CPI), real estate taxes, or
occupancy.

-   CPAIS must interface with the GSA STAR Billing System and maintain
    data elements to facilitate the required monthly comparison between
    the amount specified in the GSA STAR rent bill and the amount
    specified in the final OA for each space request. This initial
    comparison is followed by a month-to-month comparison of what the
    CPAIS property record reflects against what GSA is billing each
    bureau account. The difference should provide the agency with a
    "discrepancy report".

-   CPAIS must allow the Realty Specialist and GSA to modify the terms
    of the OA in the system, as changes are made to the OA.

-   CPAIS must generate form letters to request adjustments. The agency
    sends these adjustment requests to GSA for approval at the regional
    level where the billed property is located. If approved by GSA, a
    subsequent bill reflects the adjustment.

-   CPAIS must maintain historical rent data to perform monthly
    reconciliations.

##### 1.2.2.1.2 Central Rent Account

Congress established the Central Rent Account, monitored by the Office
of the Chief Financial Officer (OCFO) to pay for GSA assigned space for
all real property assets covered by appropriated funds.

-   CPAIS must capture the percentage of non-appropriated sources of
    funding agencies receive in order to develop accurate budget
    projections for the Central Rent Account. The sources of funds
    indicate how much of the expense should be paid from appropriated,
    Central Rent Account funds and how much should be charged back to
    the agency.

-   CPAIS must allow monitoring of GSA Assignments at the headquarter
    level.

##### 1.2.2.1.3 National Capital Region

The National Capital Region is a designation given to space in the
greater Washington DC area. GSA Assignments in the National Capital
Region are executed between GSA and Office of Operations. Subsequently,
Office of Operations executes an agreement with the individual USDA
agency. GSA posts Office of Operations rent bills on a department level,
which can represent multiple rent agreements between Office of
Operations and individual USDA agencies. This summarized posting
necessitates comparison between the summarized GSA rent bill and the
individual agency assignments.

-   CPAIS must allow agencies to view amounts charged to the Central
    Rent Account and allow Office of Operations to view agency property
    records to allow verification of bills and comparison.

-   CPAIS must accommodate relationships between GSA and the Office of
    Operations within the National Capital Region in the form of
    flexible percentages with role based security controls.

-   CPAIS must provide MS Word and MS Excel files. Agency facility
    managers track detailed space usage with PC based AutoCAD programs
    that require MS Word and MS Excel files.

#### 1.2.2.2 GSA Assignment Data Elements

CPAIS must maintain data elements necessary to track and manage GSA
Assignments to the USDA. This section describes categories of data
elements maintained by CPAIS.

CPAIS must maintain data elements to track location of property under
GSA assignment.

-   GSA Region

-   Federal Installation Site Address, Name, and Number

-   Physical Address

-   Mailing Address

-   Geographic Location Code (GLC)

-   Congressional District

-   Historical and/or Heritage Designation

CPAIS must maintain data elements pertinent to features of a real
property asset.

-   Floor and Room Assignments, if applicable

-   

-   Head Counts (i.e., Full Time Equivalent, Peak Permanent, Peak
    Part-time and Cyclical, Peak Non-Agency

) and Space Usage

-   Parking, (inside/outside) surfaced and covered

-   Agency Point of Contact (POC)

-   GSA Point of Contact (POC)

-   Property Type, GSA Predominant Usage

-   Survey and Energy Audit Information

-   Accessibility Compliance

-   Security Features

-   Client Billing Record (CBR) Number

-   Hazardous Materials

CPAIS must maintain the terms of the OA between GSA and the agency to
facilitate rent comparison, adjustment requests, and reconciliation.

-   Pertinent Lease Dates

-   Rent Charges and Space Delineations/Types

-   Lease Option terms

### USDA Commercial Leases

CPAIS must maintain data elements required for tracking and managing
USDA commercial leases. A CPAIS data warehouse will maintain data for
reporting financial information on USDA commercial leases.

#### 1.2.3.1 USDA Commercial Lease Workflow

This section describes the CPAIS functional workflow and system
requirements for managing USDA commercial leases.

The agency reviews the market and follows the government accepted
bidding process to assure fair competition and competitive terms. After
negotiating the final terms and conditions of a commercial lease and
coordinating any build out, the agency accepts the space and records the
lease details in CPAIS. The following list details the workflows
associated with USDA commercial leases.

-   The agency approves a formal request for new space, designates the
    lead agency, and initiates a solicitation for offers by gathering
    mandatory documents, obtaining contact information, project details,
    and preliminary budget information.

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-   The agency establishes a shell record with a differentiation between
    mandatory, required, and optional field designations, defined as
    follows:

    -   'Required' indicates that full functionality of CPAIS requires
        that the field be completed.

    -   'Mandatory' indicates the minimum set of required fields
        necessary to establish a shell record in CPAIS. Once the
        mandatory fields are complete, the record will be saved.

    -   'Optional' indicates that the field is not required for CPAIS
        functionality or USDA requirements.

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```
-   The Realty Specialist manages and administers the CPAIS property
    record on an ongoing basis.

-   The agency determines any required development needs to the space,
    determines options, issues solicitation offers, and negotiates
    according to client\'s requirements and price.

-   The agency determines who will be designated the lead agency for
    space. The lead is the responsible agency, which contracts for space
    with a lessor for their own space needs, and those of other
    agencies.

-   The agency updates the CPAIS record with final lease information.

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-   CPAIS will maintain data elements related to the leased site for
    property reporting purposes.

    -   The agency makes recurring operational lease payments through
        FFIS.

    -   The CPAIS data warehouse maintains operational expense history
        for financial tracking purposes.

-   The agency updates the CPAIS property record, as needed except for
    accounting fields that are restricted through the role-level access
    privilege to the end.

The following figure illustrates the business process workflow for
managing USDA commercial leases.

> []{#__RefHeading___Toc43279190 .anchor}Figure 1‑3 USDA Commercial
> Lease Business Process Workflows

![](media/image4.wmf)

#### 1.2.3.2 USDA Commercial Lease Data Elements

CPAIS must maintain data elements necessary to track and manage USDA
commercial leases. This section describes categories of data maintained
by CPAIS.

CPAIS must maintain data elements to track location of property leased
to the USDA.

-   GSA Region

-   Federal Installation Site Address, Name, and Number

-   Physical Address

-   Mailing Address

-   Geographic Location Code (GLC)

-   Congressional District

-   Historical and/or Heritage Designation

CPAIS must maintain data elements pertinent to features of a leased real
property asset.

-   Common Agreement Number

-   Seismic Safety

-   Hazardous Materials

-   Rent Charges

-   Space Delineations

-   Point of Contact, (Lessor and Agency)

-   Full or Partial

-   Utility Services

-   Designate Lead Agency

-   Floor and Room Assignments, if applicable

Head Counts (i.e., Full Time Equivalent, Peak Permanent, Peak Part-time
and Cyclical, Peak Non-Agency

) and Space Usage

-   Property Type, GSA Predominant Usage

-   Survey and Energy Audit Information

-   Accessibility Compliance

-   Security Features

-   Office Hours

-   Fair Market Value

-   Rate Per Square Foot

-   Parking, (inside/outside) surfaced and covered

CPAIS must maintain the terms of the lease.

-   Rent Amount

-   Pertinent Lease Dates (e.g., effective date, end date, award date)

-   Lease Option Terms (include lease options and termination rights)

#### 1.2.3.3 Capital Leases 

A capital lease transfers substantially all the benefits and risks
inherent in the ownership of the property. This transfer occurs at the
inception of the lease if one or more of the following criteria exist:

-   Ownership of the property will be transferred to the lessee by the
    end of the lease term.

-   The lease contains a bargain purchase option.

-   The lease term is substantially (i.e., 75% or more) equal to the
    estimated useful life of the leased property.

-   At the beginning of the lease term, the present value of the minimum
    lease payments, with certain adjustments, is 90% or more of the fair
    market value of the property.

    The last two criteria are not applicable when the beginning of the
    lease term falls within the last 25% of the total estimated economic
    life of the leased property. If a lease does not meet at least one
    of the above criteria, it should be classified as an operating
    lease.

#### 1.2.3.4 Land Lease Workflow

CPAIS must maintain data elements required for tracking and managing
land leases and a data warehouse will maintain data for reporting
financial information on land leases. This section describes the CPAIS
functional workflow and system requirements for leasing land.

-   The USDA agency conducts survey and appraises the site, if
    necessary, and negotiates the land lease terms and conditions.

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-   The agency establishes a shell record with a differentiation between
    mandatory, required, and optional field designations, defined as
    follows:

    -   'Required' indicates that full functionality of CPAIS requires
        that the field be completed.

    -   'Mandatory' indicates the minimum set of required fields
        necessary to establish a shell record in CPAIS. Once the
        mandatory fields are complete, the record will be saved.

    -   'Optional' indicates that the field is not required for CPAIS
        functionality or USDA requirements.

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-   The agency accepts the lease terms and conditions.

-   The agency finalizes the CPAIS record and updates the CPAIS property
    record, as needed.

The following figure illustrates the business process workflow for
managing land leases.

> []{#__RefHeading___Toc43279191 .anchor}Figure 1‑4 Land Lease Business
> Process Workflow

![](media/image5.wmf)

[]{.mark}

#### 1.2.3.5 CPAIS Land Lease Data Elements 

CPAIS must maintain data elements necessary to track and manage land
leases. This section describes categories of necessary data elements.

CPAIS must maintain data elements to track the location of USDA
controlled land.

-   GSA Region

-   Federal Installation Site Address, Name, and Number

-   Physical Address

-   Mailing Address

-   Geographic Location Code (GLC)

-   Congressional District

-   Historical and/or Heritage Designation

-   Property Type, GSA Predominant Usage

-   Cost Options

-   Acres

#### 1.2.3.6 Agreements

CPAIS must maintain data elements required for managing shared space
agreements. A data warehouse will report financial information
associated with agreements. The term 'agreement' is a broad term applied
to an instrument whereby a third party transfers certain rights to an
agency of the Federal Government, or an agency of the Federal Government
transfers certain rights to a third party, for a specified use and a
specified term. Different agencies use different labels to refer to
agreements (e.g., permit, cooperative agreement, agreement, license,
government to government, government to third party, and third party to
government, MOU, MOA, RWA) but the underlying purpose of the agreement
is the same. Although these are all unique arrangements, the CPAIS
functional workflow and system requirements involved with agreements are
essentially the same.

The following list includes a sample of several types of agreements
utilized by USDA agencies, but is not intended to be a comprehensive
listing.

##### 1.2.3.6.1 Reimbursable/Non-Capitalized Cooperative Agreements 

Reimbursable/Non-Capitalized Cooperative Agreements are used to accept
funds from outside sources such as other USDA agencies; other Federal
agencies; State, county, and municipal agencies and institutions;
colleges and universities; scientific societies and foundations; private
organizations; and individuals performing research-related or support
services. Reimbursable Non-Capitalized Cooperative Agreements are
usually only entered into with other government agencies or
organizations when the negotiating official determines that payment in
arrears for services rendered will not pose an undue risk to the
Government. Reimbursable Non-Capitalized Cooperative Agreements do not
include the right of first refusal to an exclusive license for the
cooperator, to a patent developed under the agreement.

##### 1.2.3.6.2 Cooperative Agreements 

A Cooperative Agreement reflects a relationship between the United
States Government and an eligible recipient where the principle purpose
of the relationship is the transfer of money, property, services, or
anything of value to the eligible recipient to carry out research
related to cooperatives.

##### 1.2.3.6.3 Revocable Permits 

Revocable Permits are to be used to make Federally owned and leased land
and facilities under the custody and control of an agency available to
non-Federal and Federal entities.

##### 1.2.3.6.4 Memorandum of Understanding 

A Memorandum of Understanding (MOU) is a written legal instrument that
documents a relationship between the United States Government and a
State Department of Agriculture, college, university, other research
institution or organization, private agency or organization, or any
other party. An MOU does not provide for an exchange of funds, other
non-monetary support, including supplies, equipment, chemicals,
personnel, etc., from or to a cooperator. In most circumstances, it may
be more appropriate to establish a funded or non-funded cooperative
agreement. An MOU is appropriate when:

-   All parties to the MOU have a mutual interest in the objectives of
    the MOU.

-   All parties exercise their own authority independently but
    cooperatively.

-   All parties maintain control of their own resources, unless stated
    otherwise in the MOU.

-   An authorized agency mission is supported. The best evidence
    (although not the only evidence) of this support is a close
    relationship between the objectives of the MOU and an approved CRIS
    Document.

##### 1.2.3.6.5 Easements 

An easement is a vested property right granted for a term of years.
Easements are to be used to make Federally owned land available for road
and utility rights-of-way.

##### 1.2.3.6.6 Free Space 

Free Space Agreements are created when state or local government units,
universities, or Indian tribes furnish rent-free space to an agency.
Some of these arrangements include sharing the cost of other services
such as utilities. These arrangements are to be documented in a written
agreement.

##### 1.2.3.6.7 Agreement Workflow

The listing below describes the workflows associated with executing
agreements:

-   The agency initiates the agreement and establishes the terms and
    conditions, according to type of agreement.

-   The agency establishes fund source.

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-   The agency establishes a shell record with a differentiation between
    mandatory, required, and optional field designations, defined as
    follows:

    -   'Required' indicates that full functionality of CPAIS requires
        that the field be completed.

    -   'Mandatory' indicates the minimum set of required fields
        necessary to establish a shell record in CPAIS. Once the
        mandatory fields are complete, the record will be saved.

    -   'Optional' indicates that the field is not required for CPAIS
        functionality or USDA requirements.

```{=html}
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```
-   The agency negotiates the terms and conditions and signs the
    finalized agreement.

-   The agreement is signed by all partner agencies

-   The agency manages and administers the agreement on an ongoing
    basis.

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-   The agency updates the CPAIS property record, as needed except for
    accounting fields that are restricted through the role-level access
    privilege to the end.

The following figure illustrates the business process workflow for
managing agreements.

> []{#__RefHeading___Toc43279192 .anchor}Figure 1‑5 Agreement Business
> Process Workflow

![](media/image6.wmf)

##### 1.2.3.6.8 Agreement Data Elements

CPAIS must maintain data elements necessary to track and manage USDA
agreements. This section describes categories of necessary data
elements.

CPAIS must maintain data elements necessary to the track location of
property leased to the USDA.

-   GSA Region

-   Federal Installation Site Address, Name, and Number

-   Physical Address

-   Mailing Address

-   Geographic Location Code (GLC)

-   Congressional District

-   Historical and/or Heritage Designation

-   Common Agreement Number

-   Point of Contact (POC)

-   Rent Charges

-   Usage Codes

CPAIS must maintain data elements pertinent to features of the real
property asset used in the agreement.

-   Cost Options

-   Floor and Room Assignments, if applicable

-   Head Counts (i.e., Full Time Equivalent, Peak Permanent, Peak
    Part-time and Cyclical, Peak Non-Agency) and Space Usage

-   Property Type, GSA Predominant Usage

-   Survey and Energy Audit Information

-   Accessibility Compliance

-   Security Features

CPAIS must maintain the terms and conditions of the agreement.

-   Pertinent Agreement Dates (e.g., effective date, end date, award
    date)

-   Agreement Option terms

-   Agreement Identification Elements

## Property Management

CPAIS must maintain data elements to facilitate property management
functions and fulfill mandatory reporting requirements.

### Manage Real Property

CPAIS must maintain data elements to facilitate property management
requirements. The following sections describe process workflows and
system requirements associated with property management.

#### 1.3.1.1 Real Property Management Workflow

This section describes the functional process and responsibilities of
USDA agencies related to property management. The agencies manage the
operations of real property by providing services such as:

-   Monitoring and evaluating the condition of buildings, tenant needs,
    and delivery of services.

-   Determining, prioritizing, and conducting repairs, as needed.

-   Requesting and coordinating repairs and alterations, including
    deferred maintenance.

-   Monitoring contracted services.

-   Providing other services as applicable (e.g., parking services).

    -   The agency provides janitorial, maintenance, utilities,
        landscaping, incidental repairs, and special emphasis programs
        (e.g., childcare, fire/life safety, concessions, energy
        conservation, and recycling) for space.

    -   Utilities services require special treatment and reporting as
        detailed in Executive Order (EO) 13123, titled *Greening the
        Government Through Efficient Energy Management.*

-   An agency determines, prioritizes, and provides tenant-funded
    improvements consistent with USDA policy, as requested.

-   The agency updates and maintains asset information by

    -   Calculating depreciation monthly (CPAIS automated function)

    -   Producing, reconciling, and certifying depreciation schedules

    ```{=html}
    <!-- -->
    ```
    -   Updating the CPAIS property record, as needed except for
        accounting fields that are restricted through the role-level
        access privilege to the end.

The following figure illustrates the business process workflow for
managing real property.

> []{#__RefHeading___Toc43279193 .anchor}Figure 1‑6 Real Property
> Business Process Workflow

![](media/image7.wmf)

### Manage Physical Security

CPAIS must maintain data elements necessary to track and manage physical
security.

#### 1.3.2.1 Physical Security Management Workflow

This section describes the management workflow of USDA agencies,
regarding management of physical security.

-   The agency and OPPM will

    -   Coordinate with law enforcement agencies in areas such as
        implementing crime prevention programs and managing training as
        needed

    -   Request an assessment of security on the property to be leased

-   The agency assesses the security of the property to be leased, and

    -   Conducts a pre-move need assessment and risk analysis

    -   Identifies the security measures that should be implemented

    -   The security standards for leased space should be included in
        the Solicitation for Offer (SFO)

-   Either Federal Protective Services (FPS) or the agency provides
    on-site security for the property.

-   The agency monitors and evaluates delivery of services to ensure
    they meet performance standards (e.g., conducting physical security
    surveys and testing security systems).

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-   The agency updates the CPAIS property record, as needed to reflect
    ongoing changes to physical security.

The following figure illustrates the business process workflow for
managing physical security.

> []{#__RefHeading___Toc43279194 .anchor}Figure 1‑7 Physical Security
> Business Process Workflow

![](media/image8.wmf)

### Manage Real Property Portfolio

CPAIS must maintain data elements necessary to manage the Real Property
Portfolio.

#### 1.3.3.1 Real Property Portfolio Management Workflow

This section describes the real property management workflow for
managing the Real Property Portfolio.

-   The agency reviews the prior year Facility Master Plan and the
    budget preparation figures.

-   The agency performs appraisals on space and analyzes the status of
    space occupancy, including USDA owned property, GSA Assignments,
    USDA commercial leases, and agreements.

-   The agency updates the real property portfolio based on reviews
    conducted on space.

-   The agency updates the Facilities Master Plan and the property
    budget figures.

The following figure illustrates the business process workflow for
managing the real property portfolio.

> []{#__RefHeading___Toc43279195 .anchor}Figure 1‑8 Real Property
> Portfolio Management Business Process Workflow

![](media/image9.wmf)

### Manage Business Performance

CPAIS must maintain data elements necessary to perform business
management functions, including analysis of lease and option
expirations, deferred maintenance, and useful life calculations.

#### 1.3.4.1 Business Performance Management Workflow

This section describes the business performance management workflow
related to real property. OPPM and the agency perform the majority of
these tasks in a coordinated effort.

-   The agency provides leadership, guidance, and tools to assist
    central and regional offices in implementing business processes for
    national programs (e.g., energy programs, environmental programs).
    This function also involves identifying and providing training and
    development opportunities for employees.

-   USDA implements strategies and objectives designed to help achieve
    its performance metrics.

    -   The agency coordinates the implementation of the Government
        Performance and Results Act (GPRA). This includes developing
        business measures for internal and external use, developing the
        performance plan, and coordinating input into the strategic
        plan. The division also manages efforts in order to link budget
        allocations to performance measures.

    -   The agency works with OPPM to resolve policy and operational
        issues in order to promote accurate reporting of performance
        measures. This function also includes gathering regional data
        related to reporting accomplishments.

-   The agency administers and analyzes the customer survey.

```{=html}
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-   The agency updates the CPAIS property record, as needed.

The following figure illustrates the business process workflow for
managing business performance.

> []{#__RefHeading___Toc43279196 .anchor}Figure 1‑9 Business Performance
> Management Workflow

![](media/image10.wmf)

### Manage Property Disposal

CPAIS must maintain data elements necessary to perform business
management functions, including property disposal.

#### 1.3.5.1 Property Disposal Management Workflow

Executive Order 12512 requires USDA landholding agencies (Agricultural
Research Service (ARS), Forest Service (FS), Animal and Plant Health
Inspection Service (APHIS), Natural Resources Conservation Service
(NRCS), Grain Inspection, Packers and Stockyards Administration (GIPSA))
to review real property holdings to determine the extent to which each
property is utilized.

-   Agencies use SF-118, Report of Excess Real Property, to report to
    OPPM that real property is excess to their needs.

-   OPPM informs other USDA landholding agencies of the available
    property.

-   If no USDA agency expresses interest in the property, OPPM reports
    the excess property to GSA for disposition.

-   GSA handles the disposition in accordance with the Federal
    Management Regulations.

The following figure illustrates the business process workflow for
managing property disposal.

> []{#__RefHeading___Toc43279197 .anchor}Figure 1‑10 Property Disposal
> Business Process Workflow

![](media/image11.wmf)

# Corporate Financial System Specific Processing

[]{.mark}

Enhancements to the Corporate Financial System are required to
accommodate the CPAIS processing model. Three new tables and one
additional screen must be added to FFIS.

## Unique Asset Identifier

The following processes and FFIS enhancements will validate the Unique
Asset Identifier (Capital Project Number) in FFIS.

-   General Ledger (GL) Post Type functionality within the FFIS Project
    Cost Accounting System (PCAS) subsystem and the FFIS Project table
    (PROJ) will be used to accommodate changes in posting models during
    the various phases of the asset lifecycle (e.g., 'WIP' changed to
    'In Service').

-   In support of GL Post Type functionality, a new FFIS General Ledger
    Post Type table (GLPT) will be created to:

    -   Provide a listing of valid GL Post Types for the USDA.

    -   Identify which GL Post Types are associated with real property
        accounting, thereby forcing the presence of a Unique Asset
        Identifier on the PROJ record.

-   Create new FFIS Unique Asset Identifier Table (UAIT) to store Unique
    Asset Identifiers.

-   The PROJ table will be enhanced to capture Unique Asset Identifier
    field to:

    -   Validate GL Post Type against the GLPT table to determine if a
        Unique Asset Identifier is required.

    -   Read new UAIT table to ensure validity of the Unique Asset
        Identifier.

## Interfaces

CPAIS must interface with the Corporate Financial System to post
financial transactions for USDA owned property, interface with the GSA
STAR Billing System to facilitate rent comparison, and interface with
the Forest Service Infra system. The following sections describe each
interface. Additional detail on these interfaces will be presented in
the detailed design document.

-   The CPAIS to FFIS Interface

-   The FFIS to CPAIS Interface

-   CPAIS to FFIS Unique Asset Identifier Table Edit

-   GSA STAR Billing System to CPAIS Interface

-   Forest Service Infra to CPAIS Interface

-   GSA 1166 FRPP Electronic Filing Interface

### The CPAIS to FFIS Interface

CPAIS will generate FFIS documents to record the accounting impact of a
variety of property-related transactions, including donations,
depreciation, transfers/disposals, and balance sheet transfers for
completed work. The following sections address the proposed processing
model.

#### 2.2.1.1 Derivation of FFIS Transaction Code

CPAIS will assign a two-digit FFIS transaction code to each document.
The trans code will be unique to CPAIS-generated documents to facilitate
identification of real property transactions on the FFIS suspense file
(SUSF) and inquiry tables.

#### 2.2.1.2 Derivation of FFIS Transaction Type

CPAIS will assign a derived two-digit FFIS transaction type to each
accounting transaction. To assign valid transaction types, CPAIS should
maintain a reference table containing valid transaction types and
associated object codes. CPAIS will use a different transaction type for
each type of accounting transaction. These accounting events must be
updated in production prior to implementation.

##### 2.2.1.2.1 Modifications and Cancellations

Because all transactions processed by CPAIS will represent original
entries, no modifications or cancellations to previously entered
transactions will be transmitted.

##### 2.2.1.2.2 Referencing

Because CPAIS does not produce transactions to liquidate open items,
CPAIS-generated documents will not reference any other documents in
FFIS.

#### 2.2.1.3 Transaction Date and Accounting Period

CPAIS will provide the appropriate transaction date (MMDDYY) and
accounting period (MMYY) for each document header. The transaction date
on the document will be populated with the CPAIS document creation date
and must be a valid date on the FFIS Calendar Date Reference Table
(CLDT). The accounting period will be inferred from the transaction
date.

#### 2.2.1.4 Input Record Format

CPAIS-generated input will be transmitted in a format that can be
processed by the DOCLOAD program.

#### 2.2.1.5 CPAIS Modifications

CPAIS will incorporate all required interface functionality and FFIS
will not manipulate or reformat the data transmitted by CPAIS.
Specifically, CPAIS will require an FFIS Transaction Type Table to store
valid transaction types and associated object codes for each
CPAIS-generated accounting transaction. This table must be set up in
CPAIS to ensure correct and valid data is sent to FFIS, and will help
minimize the amount of rejects in production once the documents are
loaded. In addition, CPAIS may require accounting code crosswalk tables
to derive valid FFIS accounting elements.

#### 2.2.1.6 Interface Design Approach

The following section details the approach that will be used in creating
the CPAIS to FFIS interface.

CPAIS will generate a file of formatted input records for the FFIS
DOCLOAD program. The formatted input file will record in FFIS the
accounting impact of property transactions including completed work,
transfers/disposals, depreciation, donations, balance sheet transfers,
and other non-cash transactions.

#### 2.2.1.7 CPAIS-Generated Documents

The following figure describes the documents that will be generated by
the CPAIS to FFIS interface.

[]{#__RefHeading___Toc43279198 .anchor}Figure 2‑11 CPAIS-Generated
Documents

  ------------------- --------------- ---------------- -------------------
  BASELINE TRANS CODE INTERFACE TRANS REFERENCING      BATCH MODIFICATION
                      CODE                             

  SV                  TBD             No               No
  ------------------- --------------- ---------------- -------------------

CPAIS-generated documents will record in FFIS two main categories of
information:

-   Accounting data (*i.e.,* accounting event, accounting classification
    codes, dollar amount, and object code)

-   Descriptive data elements

### Document Identification

The FFIS document ID consists of three components:

-   Transaction code (2 positions, alphanumeric)

-   SEC1 code (up to 4 positions, alphanumeric)

-   Document number (up to 11 positions, alphanumeric)

The transaction code and document number function are key fields on
several inquiry tables. The SEC1 code is used for security purposes and
does not function as a key field on the FFIS inquiry tables.

Figure 2-12 illustrates the way in which CPAIS will construct FFIS
document IDs.

[]{#__RefHeading___Toc43279199 .anchor}Figure 2‑12 Document
Identification

  -----------------------------------------------------------------------
  DOCUMENT ID COMPONENT               CPAIS USAGE
  ----------------------------------- -----------------------------------
  Transaction Code                    Positions 1-2 of two character
                                      field representing the transaction
                                      code

  SEC1                                TBD

  Document Number                     TBD
  -----------------------------------------------------------------------

#### 2.2.2.1 CPAIS to FFIS Interface Edits

The documents generated by CPAIS will undergo three levels of FFIS
edits:

-   UTHELLO edits

-   DOCLOAD edits

-   Document Processor edits

##### 2.2.2.1.1 UTHELLO Edits

The UTHELLO utility will verify the file sent from CPAIS for correct
header and trailer formats, record counts, and record types. This
process will ensure the "handshake" from CPAIS to FFIS was successful.
Should the verification of this file fail, errors will be written to a
reject file and the documents will not be loaded to SUSF.

##### 2.2.2.1.2 UTHELLO Requirements

There are only two requirements governing the layout of the data files
for UTHELLO. The length of each input record must be 1040 bytes and the
last four positions of each data record must contain a record type
identifier. The first 1036 bytes of the data record will accommodate any
type of record being passed to FFIS. The length of 1036 was chosen
because it is the defined length of the largest record accepted by FFIS
(i.e., document files).

The first record on the file preceding any data files to FFIS must be a
Header Record and the last record on the file following the data files
must be a Trailer Record.

The Header Record will contain an identifier for the file, the date and
time the file was created, a file description, and a flag indicating
whether or not record count validation will occur. Information contained
on the Header Record will be used to determine whether or not a file may
be a duplicate transmission by comparing the Header Record information
to data contained in FTVT.

The Trailer Record will contain a record type identifier and record
count for each record type defined on the data files. If record count
validation is being performed, these counts will be validated against
incremental counts of each record type encountered.

The Trailer Record may contain record counts for up to seventy-three
unique record types. The number of Record Type and Count pairs is
dependent on the number of individual record types created in a given
run of UTHELLO. If Record Count Validation is selected there must be a
Trailer Record entry for each data Record Type passed through UTHELLO.

If Record Count validation is not selected the Trailer Record must still
exist, but may contain no Record Type and Count pairs.

##### 2.2.2.1.3 DOCLOAD Edits

DOCLOAD will read the formatted input files transmitted by CPAIS and
attempt to load the CPAIS documents to the Suspense File (SUSF). To be
successfully loaded to SUSF, the documents must pass four edits
performed by DOCLOAD:

-   CPAIS-generated transaction code must exist on the Transaction
    Code/Category Reference Table (TCAT).

-   CPAIS-generated transaction code must exist on the Format Definition
    Reference Table (FORM).

-   CPAIS-generated SEC1 code must be valid on the SEC1 Reference Table
    (SEC1).

-   CPAIS-generated document ID must not exist on SUSF (i.e., FFIS will
    not create duplicate documents).

If a document fails the DOCLOAD edits, DOCLOAD will write the input
record to a rejection file.

##### 2.2.2.1.4 Document Processor Edits

If a document passes the DOCLOAD edits, DOCLOAD will load the document
to SUSF. Once loaded to SUSF, the documents will be processed by OFFCTL
in the regular nightly cycle. In attempting to process CPAIS-generated
documents, OFFCTL will invoke the SV Document Processor, which will
perform a variety of edits:

-   Accounting element validity

-   Transaction type validity

-   Accounting event compatibility

If CPAIS-generated document does not pass all of the edits required by
the SV Document Processor, the document will not update the FFIS
application tables or the FFIS General Journal (GENJ). The document will
remain on SUSF in rejected status, pending correction by an authorized
user or an offline error correction utility.

If CPAIS-generated document passes all of the edits required by the SV
Document Processor, the document will be accepted in FFIS and tables
will be updated.

### The FFIS to CPAIS Interface

USDA agency personnel may modify real property values in CPAIS via
non-cash transactions, such as, write-offs, and donations, only via
secured access. Such transactions can be initiated in CPAIS and sent to
FFIS as SV clone documents. When the documents have processed through
FFIS, they will return to CPAIS to update the value of the real property
asset.

The FFIS to CPAIS interface will transmit two extract files to CPAIS,
the Closed Month General Journal (CMGJYY), and the Year-to-Date General
Journal (YTDGJYY). The extract files will contain processed and accepted
FFIS records relating to real property, keyed by real property general
ledger accounts.

The FFIS to CPAIS interface will select records from the CMGJYY and
YTDGJYY that contain parameter-specified General Ledger accounts
relating to real property. The FFIS to CPAIS interface will run on a
periodic (e.g., monthly) basis to transmit general ledger information
relating to real property.

The FFIS to CPAIS interface will transmit to CPAIS an extract file of
the Closed Month General Journal (GENJ). The transmitted file will
contain records that relate to real property that have been processed
and accepted in FFIS. Figure 2-3 depicts the general ledger accounts
that will be selected during the file generation process.

#### 2.2.3.1 FFIS to CPAIS Interface Approach

The FFIS to CPAIS interface will read the FFIS Closed Month Journal, and
the Year-to-Date General Journal, selecting transactions that meet the
selection criteria. The FFIS to CPAIS interface will transmit to CPAIS
two files containing:

1.  Selected records from the Closed Month General Journal (CMGJYY).

2.  Selected records from the Year-to-Date General Journal (YTDGJYY).

The FFIS to CPAIS interface will be executed monthly to transmit general
ledger information relating to real property.

#### 2.2.3.2 FFIS to CPAIS Interface Mechanics

The FFIS to CPAIS interface will select records from the FFIS Closed
Month General Journal based on general ledger account. The file then
will be sorted by general ledger account and defined accounting
elements. Using the Closed Month Journal offers three advantages:

3.  The FFIS to CPAIS interface will pick up transactions entered into
    FFIS, as well as transactions provided by an interfaced subsidiary
    system.

4.  Only accepted transactions will be transmitted to CPAIS.

5.  Only real property transactions for the selected month will be
    transmitted to CPAIS.

The interface will select records from Closed Month Journal that have a
general ledger account number in the 1700 series (except 1750 & 1759) or
1810 or 1820 representing the capitalization of expenditures. The
interface will then read the selected records and create an output file
for CPAIS.

[]{#__RefHeading___Toc43279200 .anchor}Figure 2‑13 FFIS to CPAIS General
Ledger Selection Accounts

  ------------------------------- ---------------------------------------
  GENERAL LEDGER ACCOUNT          DESCRIPTION

  1710                            Land

  1711                            Land and Land Rights

  1712                            Improvements to Land

  1720                            Construction in progress

  1730                            Buildings, Improvements and Renovations

  1740                            Other Structures and improvements

  1810                            Assets under capital lease

  1820                            Leasehold improvements and term
                                  easements
  ------------------------------- ---------------------------------------

#### 2.2.3.3 FFIS to CPAIS Interface Assumptions

The proposed approach for the FFIS to CPAIS interface depends on several
assumptions, described in this section. Any change in the assumptions
will necessitate a reevaluation of the proposed processing model.

##### 2.2.3.3.1 Record Selection

The FFIS to CPAIS interface will incorporate the select criteria
identified during the requirements sessions and will transmit to CPAIS
only those transactions which CPAIS will use.

##### 2.2.3.3.2 Unique Asset Codes

The FFIS to CPAIS interface will infer a unique asset code from FFIS,
which will be incorporated in the Closed Month Journal records
transmitted to CPAIS.

#### 2.2.3.4 FFIS to CPAIS Interface Implementation Considerations

This section addresses other considerations related to the development
of the FFIS to CPAIS interface.

##### 2.2.3.4.1 Performance

The interface will minimally impact system performance.

##### 2.2.3.4.2 Capacity

The FFIS to CPAIS interface requires no capacity-reduction strategies
within FFIS, since the interface will not generate records to be
maintained in the FFIS application.

##### 2.2.3.4.3 Maintainability

The FFIS to CPAIS interface may require some maintenance when the
Department implements upgrades to the baseline software or modifies the
interface program to change the placement of data to be transmitted to
CPAIS.

##### 2.2.3.4.4 Operations

The FFIS to CPAIS interface will run on a monthly basis to transmit
Closed Month Journal records that reflect capitalized posting accounts.

##### 2.2.3.4.5 Security

The FFIS to CPAIS interface requires no additional security measures.

##### 2.2.3.4.6 System Setup & Documentation

System setup and documentation requirements have not yet been
identified.

#### 2.2.3.5 UTCIAO Utility

The UTCIAO utility will verify the file sent from FFIS for correct
header and trailer formats, record counts, and record types. UTCIAO is
designed to combine a variety of record types (e.g., document records,
table updates, etc.) to be processed into one file. The purpose of this
process is to ensure the "handshake" from FFIS to CPAIS and to enable
the system to validate record counts. (For more in-depth information on
UTCIAO, please refer to the detailed design delivered on 5/5/00 in Memo
USDA-1855).

##### 2.2.3.5.1 UTCIAO Requirements

There is only one requirement governing the input data records for
UTCIAO. The length of each input record must be at least 1 byte and
cannot exceed 1036 bytes. The 1036 bytes of the data record will
accommodate any type of record currently being processed within FFIS.
The length of 1036 was chosen because it is the defined length of the
largest record accepted by FFIS (i.e., document records).

### CPAIS to FFIS UAIT Edit 

CPAIS must validate Unique Asset Identifier table within CPAIS to the
Unique Asset Identifier table in FFIS.

### GSA STAR Billing System to CPAIS Interface

CPAIS must interface with the GSA STAR Billing System to facilitate rent
comparison.

### Forest Service Infra to CPAIS Interface

Forest Service Infra data will interface with CPAIS at an aggregate
level. Data will be collected from the 132 field units in a central
repository. The central repository will directly update CPAIS.

### GSA 1166 FRPP Electronic Filing Interface

CPAIS must be able to submit an electronic 1166 FRPP file format in
order to interface with the GSA 1166 FRPP System and transmit real
property inventory information.

# Application Security Requirements

CPAIS will utilize standard security practices. This chapter provides
information on general access issues related to CPAIS and highlights
areas that have special security requirements.

Certification and accreditation are required prior to this system being
put into production. Controlled Access Protection (C2) is a standard
that is applied to operating system software to provide a required
minimum level of security. This standard is the highest government
rating for business computing products and requires that the system have
discretionary resource protection and auditing capability.

## Definitions

-   **Access**---A specific type of interaction between a subject and an
    object that results in the flow of information from one to the
    other.

-   **Automated Information System (AIS)**---An assembly of computer
    hardware, software, and firmware configured to collect, create,
    communicate, compute, disseminate, process, store, or control data
    or information.

-   **Audit Trail**---A chronological record of system activities that
    is sufficient to enable the reconstruction, review, and examination
    of the sequence of environments and activities surrounding or
    leading to an operation, a procedure, or an event in a transaction
    from its inception to final result.

-   **Availability**---Assurance that information, services, and IT
    system resources are accessible to authorized users and/or
    system-related processes on a timely and reliable basis and are
    protected from denial of service.

-   **Configuration Management** ---A family of security controls in the
    management class dealing with the control of changes made to
    hardware, software, firmware, documentation, test, test fixtures,
    and test documentation throughout the life cycle of an IT system.

-   **Confidentiality**---Assurance that information in an IT system is
    not disclosed to unauthorized persons, processes, or devices.

-   **Controlled Access Protection**---A standard that is applied to
    operating system software to provide a required minimum level of
    security. This standard rating for business computing products
    requires that the system have discretionary resource protection and
    auditing capability.

-   **Decryption**---The process of transforming encrypted data into
    plain or readable information.

-   **Data Encryption Standard (DES)**---A DES key consists of 64 binary
    digits of which 567 are randomly generated and used directly by the
    algorithm.

-   **Encryption**---The process of transforming readable information
    into cipher text.

-   **Exposure**---A measure of the potential risk to an IT system from
    both external and internal threats.

-   **IT System**---The set of agency information resources organized
    for the collection, storage, processing, maintenance, use, sharing,
    dissemination, disposition, display, or transmission of information.
    Categories of IT systems are major applications and general support
    systems.

-   **Integrity**---Assurance that information in an IT system is
    protected from unauthorized, unanticipated, or unintentional
    modification or destruction. System integrity also addresses the
    quality of an IT system reflecting the logical correctness and
    reliability of the operating system; the logical completeness of the
    hardware and software implementing the protection mechanisms; and
    the consistency of the data structures and occurrence of the stored
    data.

-   **Levels of Concern**---An expression of the criticality/sensitivity
    of an IT system in the areas of confidentiality, integrity,
    availability, and exposure, expressed qualitatively as high,
    moderate or low. The level of concern indicates the extent to which
    security controls must be applied to an IT system based on risk,
    threat, vulnerability, system interconnectivity considerations, and
    information assurance needs.

-   **Need-to-Know**---A determination made in the interest of U.S.
    national security by the custodian of classified or sensitive
    unclassified information, which a prospective recipient has a
    requirement for access to, knowledge of, or possession of the
    information to perform official tasks or services.

-   **Plain text**---Unencrypted information or data.

-   **Object**---AIS resource, such as a record, file, program, or
    output device.

-   **Privacy Act Record**---The Privacy Act defines a record as any
    item, collection, or grouping of information about an individual
    that is maintained by an agency, including, but not limited to, his
    education, financial transactions, medical history, and criminal or
    employment history and that contains his name, or the identifying
    number, symbol, or other identifying particular assigned to the
    individual, such as a finger print, voice print, or photograph.

-   **Sensitive information**---Information for which unauthorized
    access to, or the loss or misuse of would adversely affect the
    national interest or the conduct or federal programs, or the privacy
    to which individuals are entitled under 5 U.S.C. Section 552a (the
    Privacy Act), but that has not been specifically authorized under
    criteria established by an Executive Order or an Act of Congress to
    be kept classified in the interest of national defense or foreign
    policy. Systems that are not national security systems, but contain
    sensitive information, are to be protected in accordance with the
    requirements of the Computer Security Act of 1987. Some specific
    categories of sensitive information are protected by statute,
    regulation, or contract, (e.g., privacy information, proprietary
    information, export control information, pre-publication academic
    information).

-   **Subject**---Person, process, or input device.

-   **Triple DES**---a key that consists of three DES keys, also
    referred to as a key bundle.

## Sensitive But Unclassified Information Protection

The United States Department of Agriculture houses and processes all
types of sensitive data, including information relating to the privacy
of US citizens, payroll and financial transactions, proprietary
information and life/mission critical data. It is essential that this
information be properly handled, stored and protected from the risk and
magnitude of loss or harm that could result from inadvertent or
deliberate disclosure, alteration or destruction. The Information
Categories Chart in Table 1 gives some examples of different types of
Sensitive But Unclassified (SBU) information that is the focus of this
section. SBU information also includes Sensitive Security Information
(SSI). However the SBU category contains information that is not
security related but is still sensitive in terms of its risk of
exposure.

Data sensitivity is a measure of the importance and nature of the
information processed, stored, and transmitted by an IT system to the
organization's mission and day-to-day operations. The sensitivity of
information can be addressed by analyzing the system requirements for
confidentiality, integrity, and availability. Table 2 defines Levels of
Concern for sensitive information.

USDA and agency corporate networks are at risk because sensitive
information is relayed across telecommunications service provider
networks where the information can be easily intercepted en route. Key
areas of risk to USDA sensitive information include, but are not limited
to:

6.  Spoofing - Using the Internet Protocol and web servers to transmit
    information has become a standard way for the USDA to conduct
    E-Government initiatives that primarily use World Wide Web
    technology. It is relatively easy to mimic a legitimate site and
    fool users into believing that they are making a trusted
    transaction, when in reality, they are sending information to a
    false site.

-   Data alteration -Contents of data packets can be altered so as to
    falsify information en route. Sensitive information can be
    compromised, either accidentally or maliciously to provide
    inaccurate information.

-   Unauthorized Disclosure -When data packets are traversing an open
    network (i.e., the INTERNET) prior to being received at the
    destination address, a hacker can potentially intercept these
    packets and read them at will. Additional filtering can alert a
    hacker to specific data packets that look like a series of numbers
    (potential credit card numbers, or social security numbers), strings
    that contain an "@" (e-mail addresses), or "\$" (cash or monetary
    information) or prompts for password and user identification
    combinations.

-   SBU/SSI information is also at risk because of careless handling and
    storage of this data. Unauthorized disclosure also occurs when
    SBU/SSI is handled as routine and not afforded the protection it
    deserves.

### Policy

All USDA agencies and staff offices will identify and provide adequate
security protection for Sensitive But Unclassified (SBU)/Sensitive
Security Information (SSI). Further, SBU/SSI information will be
encrypted when electronically transmitted in accordance with Cyber
Security and National Institute of Standards and Technology (NIST)
guidance concerning approved encryption standards and digital signatures
to prevent disclosure of sensitive information to internal and external
users. Each agency and staff office will provide a report to Cyber
Security annually that identifies all SBU/SSI systems/information.

-   Waiver Requirements -Agencies that cannot implement the requirements
    of the policy defined above are required to obtain a waiver approved
    by the Associate CIO for Cyber Security. Waivers will be considered
    for implementation timeframes only. No exceptions will be considered
    to the requirement that all SBU/SSI information will be identified,
    encrypted, and protected.

### Procedures

The following procedures apply to the processing, handling, and storage
of SBU/SSI data:

-   All agencies and staff offices will analyze their information to
    determine levels of concern for the data in accordance with OMB
    A-130 and NIST 800-37 requirements.

-   All SBU/SSI information transmitted via any media will be encrypted
    in accordance with the Media Encryption Chart requirements.

-   Each agency or staff office will establish and implement key
    recovery procedures for all SBU/SSI information that is stored in an
    encrypted state.

-   SBU/SSI information with a high level of concern generally should
    not be discussed on telephones, pagers, cell phones or other
    wireless devices as they are not secure and the risk of interception
    of the transmission is great; using other than Secure telephonic
    devices to discuss SBU/SSI information shall only be allowed where
    the degree of risk is understood and accepted.

-   Secure fax should be used to transmit SBU/SSI with a high level of
    concern.

-   Agencies and staff offices will analyze all information available or
    to be published on public Web pages to ensure that SBU/SSI
    information is not made available except on a need-to-know basis.

-   SBU/SSI shall be processed and stored only on systems that meet CS
    guidance requirements for Controlled Access Protection.

-   Agencies and staff offices will shred SBU/SSI documents of
    high-level concern in lieu of disposing of them in the trash to
    prevent unauthorized disclosure.

-   Mobil systems, laptops, and Personal Electronic Devices (PED) may be
    used to house SBU/SSI data only when required by official duties;
    this information must be encrypted during storage to protect against
    unauthorized disclosure. When the mobile system or PED is no longer
    required for official business, the SBU/SSI data must be removed
    with software to overwrite the sensitive information in accordance
    with USDA regulations.

-   Care must be taken by agencies and staff office to avoid leaving
    SBU/SSI information with a high level of concern readily available
    at workstations or on personal computer screens; SBU/SSI with a high
    level of concern will be stored on a floppy disk or zip drive in a
    locking desk drawer, file cabinet or locked office.

-   Access to SBU/SSI will be provided to employees with a Need-To-Know;
    when SBU/SSI data must be shared with contractors and entities
    outside USDA a Non-Disclosure Agreement Form must be executed prior
    to granting access to the data to preclude possible organizational
    or personal conflicts of interest in accordance with FAR Subpart
    9.5.

-   All Statements of Work (SOW) and Procurement Requests for IT
    services on systems that contain SBU/SSI information will contain
    specific security requirements to include background investigations.

-   SBU/SSI information must be marked in a conspicuous manner with the
    following notice: "Sensitive But Unclassified/Sensitive Security
    Information -- Disseminate on a Need-To-Know Basis Only" in
    accordance with agencies regulations; electronic messages will be
    marked with this notice as well.

-   All Freedom of Information Act (FOIA) requests for SBU/SSI will be
    processed in accordance with agency regulations and the Attorney
    General's memorandum.

## Encryption Security Standards

All USDA agencies and staff offices need to transmit Sensitive But
Unclassified (SBU) over open networks. In using IT to continuously
improve mission performance, the USDA is becoming more interconnected to
open networks and other emergent global networks. The openness of these
networks enables malicious cyber attacks against sensitive USDA assets
and increases the potential risk to sensitive information. This risk is
compounded through the use of the Internet and other non-secure mediums
such as Wireless Local Area Network technology, Microwave, and Radio
technologies. This technology includes utilizing Laptops and Personal
Electronic Devices (such as cellular telephones, pagers and palm pilots)
to communicate and process USDA information from any location.

Encryption methods can protect sensitive information during storage and
transmission. They provide important functionality to reduce the risk of
intentional and accidental compromise and alteration of data. Encryption
algorithms use a mechanism called a key, which is used to render the
information unreadable during transmission. While the information is
encrypted, it is mathematically protected against disclosure because
someone who does not have a corresponding decryption key cannot read the
information. Encryption methods serve as part of the USDA
defense-in-depth strategy and provide reasonable protection of sensitive
information at a comparatively low cost.

Data sensitivity is the key factor that must be considered when
determining if encryption is required. Data sensitivity is a measure of
the importance and nature of the information processed, stored, and
transmitted by an IT system to the organization's mission and day-to-day
operations. The sensitivity of information can be addressed by analyzing
the system requirements for confidentiality, integrity, and
availability.

### Policy

It is the policy of the Department of Agriculture that all USDA agencies
and offices shall implement encryption algorithms endorsed by the NIST
and the U.S. Department of Agriculture on those computing systems that
process and store sensitive information to protect this information from
disclosure to unauthorized internal and external users. This requirement
includes internal and external information systems that process and
store sensitive information operated both within the USDA infrastructure
and by other parties on behalf of USDA agencies and offices.

-   Waiver Requirements -Agencies that cannot implement the requirements
    of the policy defined above are required to obtain a waiver approved
    by the Associate CIO for Cyber Security. Waivers will be considered
    for implementation timeframes only. No exceptions will be considered
    to the requirement that all SBU/SSI information will be identified,
    encrypted, and protected.

### Procedures

This Sensitive Information Transmission Policy sets forth the following
requirements:

-   All telecommunication and network encryption systems will have an
    encryption plan approved by the agency Information Systems Security
    Program Manager (ISSPM) or Security Officer.

-   All sensitive USDA information transmitted will be encrypted in
    accordance with the Media Encryption Chart requirements.

-   Sufficient redundancy and capacity needs to be incorporated into
    departmental or agency mission critical and essential communication
    systems to prevent transmission of SBU/SSI information in clear text

-   SBU/SSI will be processed and store as required by Cyber Security
    guidance on C2 Controlled Access Protection

-   Agencies and staff offices will exercise control over keys used in
    any encrypted transmissions.

### Approved Protocols and Protection Techniques 

All protocols must deploy either the Triple DES or the Advanced
Encryption Standard approved by NIST. Encryption products used to
protect sensitive information will conform to the NIST Cryptographic
Module Validation Program validated listing. All encryption
implementations will conform to the Level 2 Security requirements as
specified in FIPS-140-2 unless otherwise identified in this policy.
These requirements aid in providing a trusted computing base for
encryption services which is essential for maintaining the
confidentiality, integrity and non-repudiation of the sensitive
information that these systems process. The Encryption Algorithms shown
below can be used to protect sensitive information:

-   IPSEC - A suite of authentication and encryption protocols, suitable
    for all types of Internet Protocol traffic and is used to create
    virtual private networks (VPN) which allow sensitive information to
    be sent securely between two end stations or networks over an
    un-trusted communications medium. IPSEC technology should be
    considered as a technology to secure world-wide-web and other IP
    communications within the USDA and agency corporate networks and to
    connect to authorized external customers at defined locations.

-   Secure Shell (SSH) -- May be deployed solely for the remote
    administration of sensitive systems.

-   Secure Sockets Layer (SSL) -- The secure sockets layer specification
    may be deployed to provide secured access to sensitive information
    on Web servers. When SSL is used to protect USDA sensitive
    information, the latest version (currently SSLv3) should be used
    with 128-bit encryption

-   Virtual Private Networks (VPN) -- Should be deployed in environments
    where data-link layer encryption would not be a practical solution
    to maintain and operate. VPN technology using IPSEC encryption
    allows it to be implemented independent from a particular link layer
    communications technology (e.g., HDLC, Frame Relay, FDDI, Ethernet,
    Gigabit Ethernet, ATM, etc.) As such, this policy strongly
    encourages the use of VPN technology to secure departmental and
    agency sensitive communications.

-   Data-Link (symmetrical) Encryption -- May be used in environments
    where Virtual Private Network management would not be a reasonable
    encryption implementation to maintain and operate and where the use
    and management of VPN technology would not be warranted.

-   Pretty Good Privacy (PGP) -- May be used to protect sensitive
    information transmitted via e-mail using a minimum key size of 2048.
    Public key information may be maintained on public or internal PGP
    key servers.

-   Public Key Infrastructure (PKI) -- These implementations are
    suitable for all environments and must follow Cyber Security Interim
    Guidance on the Use of Public Key Infrastructure (PKI) Technology in
    USDA.

-   Secure /Multipurpose Internet Mail Extension (S/MIME) -- Like PGP,
    S/MIME is a standards-based security enhancement to secure message
    attachments and provides strong authentication through digital
    signatures, message confidentiality, integrity and non-repudiation.

## Federal Systems Security Requirements

This section presents security requirements for federal computing
systems. These requirements were gathered through conversations with
USDA representatives, as well as through the review of federal standards
regarding system security.

### Security Classification

CPAIS will have a security classification of Sensitive but Unclassified
(SBU). The classification of C2, Controlled Access Protection, further
enforces discretionary access, making users individually accountable for
their actions through login procedures, auditing of security-relevant
events, and resource isolation. CPAIS will secure the systems
environment with physical controls to protect system and data integrity.
The requirements for systems assigned a class C2 rating include the
following:

-   **Security Policy**---The system will possess discretionary access
    control, defining and controlling access between named users and
    named objects. These access controls will include or exclude access
    to the granularity of a single user. Only authorized users will
    assign access to other users (i.e., the security administrator).
    Authorized users may only assign authorization for access. The
    system will follow object reuse protection to avoid reallocation of
    secure deleted objects.

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-   **Accountability---**The system requires an identification and
    authorization procedure for users (e.g., username and password). The
    system will protect authentication data and identify each individual
    system user. The system will identify and maintain a log of all
    auditable actions taken by each individual user. The system will be
    able to create, maintain, and protect from modification or
    unauthorized access through an audit trail of accesses to the
    objects it protects.

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```
-   **Assurance**---The system architecture will consist of a protected
    operating system and system operations mode. USDA will periodically
    perform testing through the use of appropriate hardware and software
    in order to ensure system integrity. The security mechanisms will
    require no obvious bypasses.

1.  **Documentation**---A Security Features User's Guide will describe
    the protection mechanisms provided by the system. A Trusted Facility
    Manual will present cautions about functions and privileges that
    require control when running a secure facility. The documentation
    also will include procedures for examining and maintaining the audit
    information. Test Documentation will provide a description of the
    test plan, and results of the security mechanisms' functional
    testing. Design Documentation will provide a description of the
    manufacturer's philosophy of protection and how this philosophy is
    translated into the system.

## USDA Security Requirements

CPAIS is required to follow the USDA policy that agencies implement
USDA's C2 Level of Trust on all servers storing, processing or
maintaining mission critical information. The following list the five
principles of this platform.

### Identification and Authentication

All authorizations to access and IT resources will be granted based on
official business need. The agency individual responsible for managing
and controlling the IT resources will authorize accesses. Each access
must be identified to an individual and must not be shared.

CPAIS must accommodate a minimum password length of 6-8 alphanumeric
characters. To comply with C2, password for CPAIS shall be changed every
60 days for general users. Passwords issued to system administrators,
system managers and software engineers shall be changed every 30-45
days. They must be encrypted and dictionary words shall not be used for
passwords.

### Need-To-Know

All accesses for CPAIS shall be limited to only the resources that a
user needs to complete or facilitate official duties. Need-to-Know shall
be determined by the individual agency.

In addition to Need-to-Know, USDA's C2 requires implementation of least
privilege, which is defined as, "the security objective of granting
users only those accesses required to perform their duties. Least
privilege may mean that some employees have significant access while
other employees with the same Need-to-Know have less access. The most
restrictive set of privilege is granted to a user to perform authorized
tasks.

### Discretionary Access Control

Discretionary Access Control (DAC) is an access policy in which the
agency restricts access to system objects such as files, directories,
devices, databases, and programs, based on the identity of the users
and/or groups to which they belong. "Discretionary" means that CPAIS
must control access permissions to those resources. The DAC mechanism
shall, either by explicit user action or documented default, provide
that objects are protected from unauthorized access. The access
permission to an object by users not already possessing permission to
access sensitive information shall be granted only by the agency. The
documentation and implementation of DAC is necessary to maintain USDA's
C2 Level of Trust.

DAC can include the construction of access control lists or modification
of system/object parameters. Access Control Lists shall be documented by
the agency and updated each time there is a change in an object's
accessibility or when accesses are no longer needed.

Another important element in access control is separation of duties.
This refers to dividing roles and responsibilities so that a single
individual cannot subvert a critical system. DAC's will be implemented
in compliance with separation of duties.

### Object Reuse

CPAIS must follow the requirements regarding Object Reuse. Object Reuse
is capability and assurance that storage object/device (e.g., memory,
disk, tape, cartridge/cassette, and CD-ROM) storing sensitive data has
been cleared of the information before it is used for other purposes. C2
security requires operating systems to clear memory locations before
using those locations to process another function.

### Audit Trails

CPAIS must have valid audit trail capabilities. An audit trail is a
series of records of computer events, about an operating system,
application, or user activities. A computer system may have several
audit trails, each devoted to a particular type of activity. Auditing is
a review and analysis of management, operational, and technical
controls. It is considered valid if the records of detailed transactions
provide:

-   Who completed the transaction

-   What did the transaction accomplish or attempt

-   Where did the transaction take place

-   When did it occur

Audit trails maintain a record of activity both by the
system/application processes and track user activity on the systems and
applications. In conjunction with appropriate tools and procedures,
audit trails can assist in detecting security violations, performance
problems, and flaws in applications.

CPAIS must provide an audit trail for system users, time/date of logon
or logoff, and the workstations/IP address used. CPAIS must allow
read-only access to the audit log. The audit log should indicate usage
of communication parts within the system

The following figure provides USDA requirements for CPAIS system
security concerning user accounts, passwords, and system access.

[]{#__RefHeading___Toc43279201 .anchor}Figure 3‑14 USDA Security
Requirements

+-------------------------------+--------------------------------------+
| Security Requirement          | USDA Standard                        |
+===============================+======================================+
| User IDs                      | To be determined                     |
+-------------------------------+--------------------------------------+
| Password                      | 6-8 alphanumeric characters          |
|                               |                                      |
|                               | Change password every 60 days        |
+-------------------------------+--------------------------------------+
| Encryption                    | Inherent password encryption         |
+-------------------------------+--------------------------------------+
| Access History                | Maintain a history of who logged     |
|                               | into the system and when             |
+-------------------------------+--------------------------------------+
| Warning Banner                | The Warning Banner will appear prior |
|                               | to system LOGON in order to provide  |
|                               | fair notice on proper use to those   |
|                               | attempting to access USDA systems    |
|                               | and networks                         |
+-------------------------------+--------------------------------------+
| Report header labeling        | Report headers must display "FOR     |
|                               | OFFICIAL USE ONLY"                   |
+-------------------------------+--------------------------------------+

# 508 Compliance

Section 508 requires that Federal employees who are individuals with
disabilities have access to and use of information and data that is
comparable to the access to and use of information and data by Federal
employees who are not individuals with disabilities. CPAIS must
incorporate these standards to make their electronic and information
technology accessible to individuals with disabilities. This chapter
provides information on 508 Compliance issues.

The following sections provide technical specifications and
performance-based requirements, in which CPAIS must comply.

## Software Applications and Operating Systems (1194.21)

-   When software is designed to run on a system that has a keyboard,
    product functions shall be executable from a keyboard where the
    function itself or the result of performing a function can be
    discerned textually.

-   Applications shall not disrupt or disable activated features of
    other products that are identified as accessibility features, where
    those features are developed and documented according to industry
    standards. Applications also shall not disrupt or disable activated
    features of any operating system that are identified as
    accessibility features where the application programming interface
    for those accessibility features has been documented by the
    manufacturer of the operating system and is available to the product
    developer.

-   A well defined on-screen indication of the current focus shall be
    provided that moves among interactive interface elements as the
    input focus changes. The focus shall be programmatically exposed so
    that assistive technology can track changes.

-   Sufficient information about a user interface element including the
    identity, operation, and state of the element shall be available to
    assistive technology. When an image represents a program element,
    the information conveyed by the image must also be available in
    text.

-   When bitmap images are used to identify controls, status indicators,
    or other programmatic elements, the meaning assigned to those images
    shall be consistent throughout an application\'s performance.

-   Textual information shall be provided through operating system
    functions for displaying text. The minimum information that shall be
    made available is text content, text input caret location, and text
    attributes.

-   Applications shall not override user selected contrast and color
    selections and other individual display attributes.

-   When animation is displayed, the information shall be displayable in
    at least one non-animated presentation mode at the option of the
    user.

-   Color-coding shall not be used as the only means of conveying
    information, indicating an action, prompting a response, or
    distinguishing a visual element.

-   When a product permits a user to adjust color and contrast settings,
    a variety of color selections capable of producing a range of
    contrast levels shall be provided.

-   Software shall not use flashing or blinking text, objects, or other
    elements having a flash or blink frequency greater than 2 Hz and
    lower than 55 Hz.

-   When electronic forms are used, the form shall allow people using
    assistive technology to access the information, field elements, and
    functionality required for completion and submission of the form,
    including all directions and cues.

## Web-based Intranet and Internet Information and Applications (1194.22)

-   A text equivalent for every non-text element shall be provided
    (e.g., via \"alt\", \"longdesc\", or in element content).

-   Equivalent alternatives for any multimedia presentation shall be
    synchronized with the presentation.

-   Web pages shall be designed so that all information conveyed with
    color is also available without color, for example from context or
    markup.

-   Documents shall be organized so they are readable without requiring
    an associated style sheet.

-   Redundant text links shall be provided for each active region of a
    server-side image map.

-   Client-side image maps shall be provided instead of server-side
    image maps except where the regions cannot be defined with an
    available geometric shape.

-   Row and column headers shall be identified for data tables.

-   Markup shall be used to associate data cells and header cells for
    data tables that have two or more logical levels of row or column
    headers.

-   Frames shall be titled with text that facilitates frame
    identification and navigation.

-   Pages shall be designed to avoid causing the screen to flicker with
    a frequency greater than 2 Hz and lower than 55 Hz.

-   A text-only page, with equivalent information or functionality,
    shall be provided to make a web site comply with the provisions of
    this part, when compliance cannot be accomplished in any other way.
    The content of the text-only page shall be updated whenever the
    primary page changes.

-   When pages utilize scripting languages to display content, or to
    create interface elements, the information provided by the script
    shall be identified with functional text that can be read by
    assistive technology.

-   When a web page requires that an applet, plug-in or other
    application be present on the client system to interpret page
    content, the page must provide a link to a plug-in or applet that
    complies with §1194.21(a) through (l).

-   When electronic forms are designed for on-line completion, the form
    shall allow people using assistive technology to access the
    information, field elements, and functionality required for
    completion and submission of the form, including all directions and
    cues.

-   A method shall be provided that permits users to skip repetitive
    navigation links.

-   When a timed response is required, the user shall be alerted and
    given sufficient time to indicate more time is required.

## Functional Performance Criteria (1194.31)

-   At least one mode of operation and information retrieval that does
    not require user vision shall be provided, or support for assistive
    technology used by people who are blind or visually impaired shall
    be provided.

-   At least one mode of operation and information retrieval that does
    not require visual acuity greater than 20/70 shall be provided in
    audio and enlarged print output working together or independently,
    or support for assistive technology used by people who are visually
    impaired shall be provided.

-   At least one mode of operation and information retrieval that does
    not require user hearing shall be provided, or support for assistive
    technology used by people who are deaf or hard of hearing shall be
    provided.

-   Where audio information is important for the use of a product, at
    least one mode of operation and information retrieval shall be
    provided in an enhanced auditory fashion, or support for assistive
    hearing devices shall be provided.

-   At least one mode of operation and information retrieval that does
    not require user speech shall be provided, or support for assistive
    technology used by people with disabilities shall be provided.

-   At least one mode of operation and information retrieval that does
    not require fine motor control or simultaneous actions and that is
    operable with limited reach and strength shall be provided.

# JFMIP Requirements Matrix

The following table lists JMFIP requirements for real property
accounting systems and references source documentation.

[]{#__RefHeading___Toc43279202 .anchor}Figure 5‑15 JFMIP Requirements
Matrix

+---------+----------------------------+------+------------------------+
| 8.0     |                            |      |                        |
| Real    |                            |      |                        |
| P       |                            |      |                        |
| roperty |                            |      |                        |
| F       |                            |      |                        |
| unction |                            |      |                        |
| Level 1 |                            |      |                        |
+=========+============================+======+========================+
| Reqmt   | Description                | Prio | Source and Source      |
| No.     |                            | rity | Reference              |
+---------+----------------------------+------+------------------------+
| 8       | Real Property Function     |      |                        |
|         | Level 1                    |      |                        |
+---------+----------------------------+------+------------------------+
| 8.1     | Real Property General      |      |                        |
|         | Requirements Process       |      |                        |
+---------+----------------------------+------+------------------------+
| 08.1.1  | Comply with requirements   | M    | SFFAS No. 6 and No. 8  |
|         | contained in SFFAS 6,      | anda |                        |
|         | Accounting for Property,   | tory |                        |
|         | Plant and Equipment, and   |      |                        |
|         | SFFAS 8, Supplementary     |      |                        |
|         | Stewardship Reporting      |      |                        |
+---------+----------------------------+------+------------------------+
| 08.1.2  | Record beginning balances, | M    | JFMIP, Property        |
|         | acquisitions, withdrawals, | anda | Management Systems     |
|         | and calculate ending       | tory | Requirements,          |
|         | balances expressed in      |      | JFMIP-SR-00-4, October |
|         | values and physical units, |      | 2000                   |
|         | except for heritage assets |      |                        |
|         | and stewardship land for   |      |                        |
|         | which all end of period    |      |                        |
|         | balances are expressed in  |      |                        |
|         | physical units only.       |      |                        |
+---------+----------------------------+------+------------------------+
| 08.1.3  | Capture the condition of   | M    | JFMIP, Property        |
|         | the asset for heritage     | anda | Management Systems     |
|         | assets, stewardship land,  | tory | Requirements,          |
|         | national defense PP&E, and |      | JFMIP-SR-00-4, October |
|         | general PP&E for which a   |      | 2000                   |
|         | condition assessment       |      |                        |
|         | survey was performed.      |      |                        |
+---------+----------------------------+------+------------------------+
| 08.1.4  | Provide an audit trail     | M    | JFMIP, Property        |
|         | for: (a.) entries to a     | anda | Management Systems     |
|         | property record, including | tory | Requirements,          |
|         | the identification of the  |      | JFMIP-SR-00-4, October |
|         | individual(s) entering or  |      | 2000                   |
|         | approving the information  |      |                        |
|         | and/or data, (b.) all      |      |                        |
|         | adjustments to quantities  |      |                        |
|         | and units, (c.) all        |      |                        |
|         | adjustments to property    |      |                        |
|         | values, (d.) amortization, |      |                        |
|         | depletion, and             |      |                        |
|         | depreciation expense, (e.) |      |                        |
|         | transfer, disposal, and    |      |                        |
|         | retirement actions.        |      |                        |
+---------+----------------------------+------+------------------------+
| 08.1.5  | Identify the type of       | M    | JFMIP, Property        |
|         | transaction affecting the  | anda | Management Systems     |
|         | property item, e.g.,       | tory | Requirements,          |
|         | initial acquisition,       |      | JFMIP-SR-00-4, October |
|         | change in location, and    |      | 2000                   |
|         | disposal.                  |      |                        |
+---------+----------------------------+------+------------------------+
| 08.1.6  | Enable the transfer of     | M    | JFMIP, Property        |
|         | responsibility for         | anda | Management Systems     |
|         | property from one          | tory | Requirements,          |
|         | authorized manager to      |      | JFMIP-SR-00-4, October |
|         | another authorized         |      | 2000                   |
|         | manager.                   |      |                        |
+---------+----------------------------+------+------------------------+
| 08.1.7  | Capture real property      | M    | JFMIP, Property        |
|         | information for GSA's      | anda | Management Systems     |
|         | Worldwide Inventory system | tory | Requirements,          |
|         | as directed in Federal     |      | JFMIP-SR-00-4, October |
|         | Property Management        |      | 2000                   |
|         | Regulation (FPMR) 102-84.  |      |                        |
|         | (property management       |      |                        |
|         | only).                     |      |                        |
+---------+----------------------------+------+------------------------+
| 08.1.8  | Capture the fact that an   | M    | JFMIP, Property        |
|         | environmental or hazardous | anda | Management Systems     |
|         | substance is located on or | tory | Requirements,          |
|         | contained within a         |      | JFMIP-SR-00-4, October |
|         | property item in           |      | 2000                   |
|         | accordance with 41 CFR     |      |                        |
|         | 101-42.202.                |      |                        |
+---------+----------------------------+------+------------------------+
| 08.1.9  | Distinguish between        | M    | JFMIP, Property        |
|         | capitalized property and   | anda | Management Systems     |
|         | expensed property tracked  | tory | Requirements,          |
|         | in the property management |      | JFMIP-SR-00-4, October |
|         | system.                    |      | 2000                   |
+---------+----------------------------+------+------------------------+
| 08.1.10 | Capture and prioritize the | Des  | JFMIP, Property        |
|         | estimated cost of repairs. | ired | Management Systems     |
|         |                            |      | Requirements,          |
|         |                            |      | JFMIP-SR-00-4, October |
|         |                            |      | 2000                   |
+---------+----------------------------+------+------------------------+
| 08.1.11 | Accumulate data from       | Des  | JFMIP, Property        |
|         | multiple appropriations.   | ired | Management Systems     |
|         |                            |      | Requirements,          |
|         |                            |      | JFMIP-SR-00-4, October |
|         |                            |      | 2000                   |
+---------+----------------------------+------+------------------------+
| 08.1.12 | Provide for a linkage      | Des  |                        |
|         | tying real property        | ired |                        |
|         | building to site or land   |      |                        |
|         | if tracked separately      |      |                        |
+---------+----------------------------+------+------------------------+
| 8.2     | Real Property General      |      |                        |
|         | Requirements Process       |      |                        |
+---------+----------------------------+------+------------------------+
| 08.2.1  | Provide the ability to     | Des  |                        |
|         | receive real property      | ired |                        |
|         | (Capitalized,              |      |                        |
|         | Construction-in-progress   |      |                        |
|         | and other forms) from      |      |                        |
|         | field representatives for  |      |                        |
|         | real property purchased,   |      |                        |
|         | under construction         |      |                        |
|         | contract, and as capital   |      |                        |
|         | leases. (BPM step 10)      |      |                        |
+---------+----------------------------+------+------------------------+
| 08.2.2  | Receive data from the      | Des  |                        |
|         | manual form 1310-11,       | ired |                        |
|         | Construction Project       |      |                        |
|         | Completion Report          |      |                        |
+---------+----------------------------+------+------------------------+
| 08.2.3  | For new construction only, | Des  |                        |
|         | process SV documents to    | ired |                        |
|         | remove accumulated cost    |      |                        |
|         | from GL 1720               |      |                        |
|         | (construction-in-progress  |      |                        |
|         | Account) before            |      |                        |
|         | establishing cost in       |      |                        |
|         | GL1730 (Building) and      |      |                        |
|         | GL1740 (Other Structures)  |      |                        |
|         | and GL1711 (Improvements   |      |                        |
|         | to Land Account) to avoid  |      |                        |
|         | double posting to costs.   |      |                        |
|         | (BPM step 13 (revised))    |      |                        |
+---------+----------------------------+------+------------------------+
| 08.2.4  | Create a skeletal property | M    | JFMIP, Property        |
|         | record or other mechanism  | anda | Management Systems     |
|         | for capturing information  | tory | Requirements,          |
|         | on property in-trans it    |      | JFMIP-SR-00-4, October |
|         | from the providing entity  |      | 2000                   |
|         | (e.g., vendor, donator,    |      |                        |
|         | loaner, grantor, etc.).    |      |                        |
|         | The skeletal property      |      |                        |
|         | record or other mechanism  |      |                        |
|         | is required only for       |      |                        |
|         | property for which the     |      |                        |
|         | Government has taken       |      |                        |
|         | title. For example, the    |      |                        |
|         | skeletal property record   |      |                        |
|         | or other mechanism may     |      |                        |
|         | identify the following on  |      |                        |
|         | newly acquired property:   |      |                        |
|         |                            |      |                        |
|         | Name and address of the    |      |                        |
|         | shipper/vendor;            |      |                        |
|         |                            |      |                        |
|         | Estimated date of          |      |                        |
|         | delivery;                  |      |                        |
|         |                            |      |                        |
|         | Shipping address ("ship    |      |                        |
|         | to" address);              |      |                        |
|         |                            |      |                        |
|         | Item identification (e.g., |      |                        |
|         | nomenclature, quantity,    |      |                        |
|         | description, year of       |      |                        |
|         | manufacture,               |      |                        |
|         | make/model/serial number,  |      |                        |
|         | Federal stock              |      |                        |
|         | classification or national |      |                        |
|         | stock number)              |      |                        |
|         |                            |      |                        |
|         | Requisition information    |      |                        |
|         | (e.g., contract/purchase   |      |                        |
|         | order, or other            |      |                        |
|         | requisition document       |      |                        |
|         | number; name and address   |      |                        |
|         | of requisitioning          |      |                        |
|         | organization); and Order   |      |                        |
|         | Date.                      |      |                        |
+---------+----------------------------+------+------------------------+
| 08.2.5  | Complete the skeletal      | M    | JFMIP, Property        |
|         | property record, or create | anda | Management Systems     |
|         | a property record for      | tory | Requirements,          |
|         | items with no skeletal     |      | JFMIP-SR-00-4, October |
|         | property record, upon      |      | 2000                   |
|         | assuming possession of the |      |                        |
|         | item, placing the real     |      |                        |
|         | property asset in service, |      |                        |
|         | or initiation of real      |      |                        |
|         | estate instrument/grant.   |      |                        |
+---------+----------------------------+------+------------------------+
| 08.2.6  | Capture data in the        | Des  |                        |
|         | property record required   | ired |                        |
|         | by the financial system:   |      |                        |
|         | (a.) Transaction Code,     |      |                        |
|         | (b.) Document number, (c.) |      |                        |
|         | Transaction Type, (d.)     |      |                        |
|         | Document Total, (e.)       |      |                        |
|         | Vendor Code, (f.) Vendor   |      |                        |
|         | Name, (g.) Vendor address, |      |                        |
|         | (h.) Invoice Number, (I.)  |      |                        |
|         | Invoice Date, (j.)         |      |                        |
|         | Acceptance Date, (k.) Log  |      |                        |
|         | Date, (l.) Line Number,    |      |                        |
|         | (m.) Budget Organization,  |      |                        |
|         | (n.) Job Number, (o.)      |      |                        |
|         | Budget Object Class, (p.)  |      |                        |
|         | Line Amount, (q.) Budget   |      |                        |
|         | fiscal year(s), (r.) Fund, |      |                        |
|         | (s.) Program, (t.) Fixed   |      |                        |
|         | assets Type, (u.) Fixed    |      |                        |
|         | Assets Number, (v.)        |      |                        |
|         | Betterment Number, (w,)    |      |                        |
|         | Acquisition Method, (x.)   |      |                        |
|         | Date of Record, (y.)       |      |                        |
|         | Schedule Category, (z.)    |      |                        |
|         | Discount Terms, (aa.)      |      |                        |
|         | Acquisition Date, (ab.)    |      |                        |
|         | General Ledger Flag, (ac.) |      |                        |
|         | Division Code, (ad.)       |      |                        |
|         | In-service Date, (ae,)     |      |                        |
|         | Useful Life, (Purchase     |      |                        |
|         | Authority, (ag.)           |      |                        |
|         | Depreciation Method, (ah.) |      |                        |
|         | Catalog Code, (ai.) Item   |      |                        |
|         | Description, (aj.) Group,  |      |                        |
|         | (ak.) Location of          |      |                        |
|         | Property, (al.) Vehicle    |      |                        |
|         | Class, (am.) Custodial     |      |                        |
|         | Organization, (an.)        |      |                        |
|         | Custodial Property         |      |                        |
|         | Officer, (ao.) Accountable |      |                        |
|         | Property Officer, (ap.)    |      |                        |
|         | Property Administrative    |      |                        |
|         | Cognizant                  |      |                        |
+---------+----------------------------+------+------------------------+
| 08.2.7  | Capture the method of      | M    | JFMIP, Property        |
|         | acquiring each property    | anda | Management Systems     |
|         | item or bulk property      | tory | Requirements,          |
|         | items (e.g., direct        |      | JFMIP-SR-00-4, October |
|         | purchase, completed        |      | 2000                   |
|         | work-in-process, capital   |      |                        |
|         | lease, donation,           |      |                        |
|         | non-reciprocal transfer or |      |                        |
|         | reciprocal transfer), and  |      |                        |
|         | the date of acquisition.   |      |                        |
+---------+----------------------------+------+------------------------+
| 08.2.8  | Capture quantity, date of  | M    | JFMIP, Property        |
|         | physical receipt or date   | anda | Management Systems     |
|         | real property is available | tory | Requirements,          |
|         | for use or placed into     |      | JFMIP-SR-00-4, October |
|         | service, and condition of  |      | 2000                   |
|         | item received when a       |      |                        |
|         | condition assessment was   |      |                        |
|         | made.                      |      |                        |
+---------+----------------------------+------+------------------------+
| 08.2.9  | Provide information on the | Des  | JFMIP, Property        |
|         | status of upgrades and     | ired | Management Systems     |
|         | overhauls to property.     |      | Requirements,          |
|         |                            |      | JFMIP-SR-00-4, October |
|         |                            |      | 2000                   |
+---------+----------------------------+------+------------------------+
| 08.2.10 | Capture warranty/guarantee | Des  | JFMIP, Property        |
|         | information, including     | ired | Management Systems     |
|         | terms and period of        |      | Requirements,          |
|         | coverage.                  |      | JFMIP-SR-00-4, October |
|         |                            |      | 2000                   |
+---------+----------------------------+------+------------------------+
| 08.2.11 | Classify PP&E by asset     | M    | JFMIP, Property        |
|         | type (e.g., general,       | anda | Management Systems     |
|         | heritage, stewardship      | tory | Requirements,          |
|         | land, and national defense |      | JFMIP-SR-00-4, October |
|         | as specified by JFMIP and  |      | 2000                   |
|         | include DOI requirements   |      |                        |
|         | for tracking               |      |                        |
|         | Administrative Real        |      |                        |
|         | Property and recreational  |      |                        |
|         | Real Property (BPM step    |      |                        |
|         | 11)).                      |      |                        |
+---------+----------------------------+------+------------------------+
| 08.2.12 | Distinguish between        | M    | JFMIP, Property        |
|         | heritage assets and        | anda | Management Systems     |
|         | multi-use heritage assets. | tory | Requirements,          |
|         |                            |      | JFMIP-SR-00-4, October |
|         |                            |      | 2000                   |
+---------+----------------------------+------+------------------------+
| 08.2.13 | Capture the acquisition    | M    | JFMIP, Property        |
|         | cost of an asset and any   | anda | Management Systems     |
|         | changes in the valuation,  | tory | Requirements,          |
|         | where applicable for       |      | JFMIP-SR-00-4, October |
|         | reporting purposes.        |      | 2000                   |
+---------+----------------------------+------+------------------------+
| 08.2.14 | Capture the estimated      | M    | JFMIP, Property        |
|         | value of donated assets    | anda | Management Systems     |
|         | for capitalized property.  | tory | Requirements,          |
|         |                            |      | JFMIP-SR-00-4, October |
|         |                            |      | 2000                   |
+---------+----------------------------+------+------------------------+
| 08.2.15 | Classify PP&E according to | M    | JFMIP, Property        |
|         | the Standard General       | anda | Management Systems     |
|         | Ledger Accounts (e.g.,     | tory | Requirements,          |
|         | buildings, land,           |      | JFMIP-SR-00-4, October |
|         | equipment, assets under    |      | 2000                   |
|         | capital lease, software).  |      |                        |
+---------+----------------------------+------+------------------------+
| 08.2.16 | Generate data for the      | M    | JFMIP, Property        |
|         | journal entries necessary  | anda | Management Systems     |
|         | for recording changes in   | tory | Requirements,          |
|         | the valuation including    |      | JFMIP-SR-00-4, October |
|         | any associated gains or    |      | 2000                   |
|         | losses.                    |      |                        |
+---------+----------------------------+------+------------------------+
| 08.2.17 | Capture property           | M    | JFMIP, Property        |
|         | identification number.     | anda | Management Systems     |
|         |                            | tory | Requirements,          |
|         |                            |      | JFMIP-SR-00-4, October |
|         |                            |      | 2000                   |
+---------+----------------------------+------+------------------------+
| 08.2.18 | Capture location.          | M    | JFMIP, Property        |
|         |                            | anda | Management Systems     |
|         |                            | tory | Requirements,          |
|         |                            |      | JFMIP-SR-00-4, October |
|         |                            |      | 2000                   |
+---------+----------------------------+------+------------------------+
| 08.2.19 | Capture an item's current  | M    | JFMIP, Property        |
|         | ownership status (e.g.,    | anda | Management Systems     |
|         | owned by the Government,   | tory | Requirements,          |
|         | leased to the Government   |      | JFMIP-SR-00-4, October |
|         | under a capital lease,     |      | 2000                   |
|         | leased to the Government   |      |                        |
|         | under an operating lease,  |      |                        |
|         | loaned to the Government). |      |                        |
+---------+----------------------------+------+------------------------+
| 08.2.20 | Capture the current user   | M    | JFMIP, Property        |
|         | (e.g., the agency,         | anda | Management Systems     |
|         | contractor, grantee,       | tory | Requirements,          |
|         | etc.).                     |      | JFMIP-SR-00-4, October |
|         |                            |      | 2000                   |
+---------+----------------------------+------+------------------------+
| 08.2.21 | Capture an item's current  | M    | JFMIP, Property        |
|         | use status whether in-use, | anda | Management Systems     |
|         | in storage, in-transit,    | tory | Requirements,          |
|         | etc.                       |      | JFMIP-SR-00-4, October |
|         |                            |      | 2000                   |
+---------+----------------------------+------+------------------------+
| 08.2.22 | Capture identity of        | M    | JFMIP, Property        |
|         | property custodian and/or  | anda | Management Systems     |
|         | the accountable            | tory | Requirements,          |
|         | organization.              |      | JFMIP-SR-00-4, October |
|         |                            |      | 2000                   |
+---------+----------------------------+------+------------------------+
| 08.2.23 | Capture space utilization  | Des  | JFMIP, Property        |
|         | information.               | ired | Management Systems     |
|         |                            |      | Requirements,          |
|         |                            |      | JFMIP-SR-00-4, October |
|         |                            |      | 2000                   |
+---------+----------------------------+------+------------------------+
| 08.2.24 | Record the stratification  | Des  | JFMIP, Property        |
|         | of critical and            | ired | Management Systems     |
|         | non-critical maintenance.  |      | Requirements,          |
|         |                            |      | JFMIP-SR-00-4, October |
|         |                            |      | 2000                   |
+---------+----------------------------+------+------------------------+
| 08.2.25 | Record detailed            | Des  | JFMIP, Property        |
|         | information regarding      | ired | Management Systems     |
|         | known flood hazard or      |      | Requirements,          |
|         | flooding of real property. |      | JFMIP-SR-00-4, October |
|         |                            |      | 2000                   |
+---------+----------------------------+------+------------------------+
| 08.2.26 | Calculate and allocate     | Des  | JFMIP, Property        |
|         | interest expense for lease | ired | Management Systems     |
|         | payments and apply the     |      | Requirements,          |
|         | balance to reduce capital  |      | JFMIP-SR-00-4, October |
|         | lease liability.           |      | 2000                   |
+---------+----------------------------+------+------------------------+
| 08.2.27 | Identify the type of cost  | Des  | JFMIP, Property        |
|         | recorded (e.g.,            | ired | Management Systems     |
|         | acquisition cost,          |      | Requirements,          |
|         | estimated fair market      |      | JFMIP-SR-00-4, October |
|         | value, revaluation,        |      | 2000                   |
|         | present value).            |      |                        |
+---------+----------------------------+------+------------------------+
| 08.2.28 | Capture the cost of        | Des  | JFMIP, Property        |
|         | capitalizable improvements | ired | Management Systems     |
|         | separate from the original |      | Requirements,          |
|         | cost, the estimated change |      | JFMIP-SR-00-4, October |
|         | in asset's life as a       |      | 2000                   |
|         | result of the improvement, |      |                        |
|         | and the date of            |      |                        |
|         | improvement.               |      |                        |
+---------+----------------------------+------+------------------------+
| *8.3*   | *Real Property             |      |                        |
|         | Depreciation/Amortization  |      |                        |
|         | Process*                   |      |                        |
+---------+----------------------------+------+------------------------+
| 08.3.1  | Real Property shall be     | M    | SFFAS No. 6            |
|         | recorded at cost in a      | anda |                        |
|         | manner consistent with     | tory |                        |
|         | SFFAS #6 (especially       |      |                        |
|         | paragraph 26) and          |      |                        |
|         | capitalized and            |      |                        |
|         | depreciated accordingly.   |      |                        |
+---------+----------------------------+------+------------------------+
| 08.3.2  | Capture the estimated      | M    | JFMIP, Property        |
|         | useful life,               | anda | Management Systems     |
|         | depreciat                  | tory | Requirements,          |
|         | ion/amortization/depletion |      | JFMIP-SR-00-4, October |
|         | method, and                |      | 2000                   |
|         | salvage/residual value for |      |                        |
|         | each asset or group of     |      |                        |
|         | assets, when applicable.   |      |                        |
+---------+----------------------------+------+------------------------+
| 08.3.3  | Calculate                  | M    | JFMIP, Property        |
|         | depreciat                  | anda | Management Systems     |
|         | ion/amortization/depletion | tory | Requirements,          |
|         | based on a management      |      | JFMIP-SR-00-4, October |
|         | prescribed method (e.g.,   |      | 2000                   |
|         | straight line, physical    |      |                        |
|         | usage) and the net book    |      |                        |
|         | value of capitalized       |      |                        |
|         | assets.                    |      |                        |
+---------+----------------------------+------+------------------------+
| 08.3.4  | Provide ability to use     | Des  |                        |
|         | these methods of           | ired |                        |
|         | depreciation: Straight     |      |                        |
|         | line,                      |      |                        |
|         | Sum-of-the-Years\'-Digits, |      |                        |
|         | declining Balance, Double  |      |                        |
|         | Declining Balance as       |      |                        |
|         | determined by type of      |      |                        |
|         | property and accounting    |      |                        |
|         | standards.                 |      |                        |
+---------+----------------------------+------+------------------------+
| 08.3.5  | Depreciation expense and   | M    | SFFAS No. 6            |
|         | amortization are to be     | anda |                        |
|         | recorded as a contra asset | tory |                        |
|         | account.                   |      |                        |
+---------+----------------------------+------+------------------------+
| 08.3.6  | Automatically calculate    | Des  |                        |
|         | and utilize a \"composite  | ired |                        |
|         | life\" for certain         |      |                        |
|         | property.                  |      |                        |
+---------+----------------------------+------+------------------------+
| 08.3.7  | Accumulate amortization,   | M    | JFMIP, Property        |
|         | depletion, and             | anda | Management Systems     |
|         | depreciation expense.      | tory | Requirements,          |
|         |                            |      | JFMIP-SR-00-4, October |
|         |                            |      | 2000                   |
+---------+----------------------------+------+------------------------+
| 08.3.8  | Allow authorized users     | M    | JFMIP, Property        |
|         | system access to change    | anda | Management Systems     |
|         | the estimated useful life  | tory | Requirements,          |
|         | of an asset, the           |      | JFMIP-SR-00-4, October |
|         | depreciation method, and   |      | 2000                   |
|         | estimated salvage value,   |      |                        |
|         | and make adjustments to    |      |                        |
|         | PP&E asset and             |      |                        |
|         | contra-asset accounts on   |      |                        |
|         | an exception basis.        |      |                        |
+---------+----------------------------+------+------------------------+
| 08.3.9  | Calculate depreciation on  | Des  | JFMIP, Property        |
|         | asset pools.               | ired | Management Systems     |
|         |                            |      | Requirements,          |
|         |                            |      | JFMIP-SR-00-4, October |
|         |                            |      | 2000                   |
+---------+----------------------------+------+------------------------+
| 08.3.10 | Separately calculate       | Des  | JFMIP, Property        |
|         | depreciation on capital    | ired | Management Systems     |
|         | improvements.              |      | Requirements,          |
|         |                            |      | JFMIP-SR-00-4, October |
|         |                            |      | 2000                   |
+---------+----------------------------+------+------------------------+
| 08.3.11 | Costs that extend useful   | M    | SFFAS No. 6            |
|         | life or enlarge capacity   | anda |                        |
|         | of an asset, shall be      | tory |                        |
|         | capitalized and            |      |                        |
|         | depreciated over the       |      |                        |
|         | remaining useful life of   |      |                        |
|         | the asset.                 |      |                        |
+---------+----------------------------+------+------------------------+
| *8.4*   | *Real Property Transfer    |      |                        |
|         | Process*                   |      |                        |
+---------+----------------------------+------+------------------------+
| 08.4.1  | Identify excess property   | M    | JFMIP, Property        |
|         | or property held for       | anda | Management Systems     |
|         | disposal/retirement.       | tory | Requirements,          |
|         |                            |      | JFMIP-SR-00-4, October |
|         |                            |      | 2000                   |
+---------+----------------------------+------+------------------------+
| 08.4.2  | Capture the Sale/Revenue   | M    | SFFAS No. 6            |
|         | of property at time of     | anda |                        |
|         | sale, either               | tory |                        |
|         | Sales/Proceeds or          |      |                        |
|         | Exchange/Sale              |      |                        |
+---------+----------------------------+------+------------------------+
| 08.4.3  | Provide the ability to     | Des  |                        |
|         | track disposal of property | ired |                        |
|         | though GSA process,        |      |                        |
|         | Exchange, Trade-in or      |      |                        |
|         | Donations.                 |      |                        |
+---------+----------------------------+------+------------------------+
| 08.4.4  | Capture transfer           | Des  |                        |
|         | information required by    | ired |                        |
|         | the DOI Excess Property    |      |                        |
|         | System: SF 120 form,       |      |                        |
|         | Description of item,       |      |                        |
|         | Manufacturer, Model        |      |                        |
|         | Number, Year Manufactured, |      |                        |
|         | Property number, Serial    |      |                        |
|         | Number, repairs required   |      |                        |
|         | (y/n), Agency address,     |      |                        |
|         | Agency Contact Name, Net   |      |                        |
|         | book value, historical     |      |                        |
|         | cost-depreciation          |      |                        |
+---------+----------------------------+------+------------------------+
| 08.4.5  | In a property exchange,    | M    | SFFAS No. 6            |
|         | the fair-value at time of  | anda |                        |
|         | exchange is used if        | tory |                        |
|         | available, otherwise use   |      |                        |
|         | the cost shall be the      |      |                        |
|         | fair-value of the asset    |      |                        |
|         | acquired. If neither       |      |                        |
|         | fair-value is              |      |                        |
|         | determinable, the cost of  |      |                        |
|         | the asset shall be the     |      |                        |
|         | cost recorded for the      |      |                        |
|         | asset surrendered net of   |      |                        |
|         | any accumulated            |      |                        |
|         | depreciation or            |      |                        |
|         | amortization.              |      |                        |
+---------+----------------------------+------+------------------------+
| 08.4.6  | Transfer property record   | M    | JFMIP, Property        |
|         | data to the property       | anda | Management Systems     |
|         | disposal organization or   | tory | Requirements,          |
|         | receiving entity. Capture  |      | JFMIP-SR-00-4, October |
|         | date of transfer,          |      | 2000                   |
|         | transferring entity, and   |      |                        |
|         | recipient organization     |      |                        |
|         | (disposal organization or  |      |                        |
|         | recipient entity).         |      |                        |
+---------+----------------------------+------+------------------------+
| 08.4.7  | For property donations and | M    | Stevenson-Wydler       |
|         | transfers, system should   | anda | Technology Innovation  |
|         | be compliant with the      | tory | Act                    |
|         | Stevenson-Wydler           |      |                        |
|         | Technology Innovation Act  |      |                        |
|         | of 1980.                   |      |                        |
+---------+----------------------------+------+------------------------+
| 08.4.8  | Property transferred from  | M    | SFFAS No. 6            |
|         | other federal agencies is  | anda |                        |
|         | posted at the net value of | tory |                        |
|         | the asset on the books of  |      |                        |
|         | the transferring agency.   |      |                        |
|         | If this cannot be          |      |                        |
|         | determined, use fair       |      |                        |
|         | market value.              |      |                        |
+---------+----------------------------+------+------------------------+
| 08.4.9  | Capture all essential      | M    | JFMIP, Property        |
|         | information related to     | anda | Management Systems     |
|         | excess property and        | tory | Requirements,          |
|         | disposal as required by    |      | JFMIP-SR-00-4, October |
|         | Federal Management         |      | 2000                   |
|         | Regulation (FMR) 102-36    |      |                        |
|         | for applicable agencies.   |      |                        |
+---------+----------------------------+------+------------------------+
| 08.4.10 | Capture type of disposal   | M    | JFMIP, Property        |
|         | action (e.g., retirement,  | anda | Management Systems     |
|         | exchange, sale, donation,  | tory | Requirements,          |
|         | etc.), final disposition,  |      | JFMIP-SR-00-4, October |
|         | and date of disposal.      |      | 2000                   |
+---------+----------------------------+------+------------------------+
| 08.4.11 | Capture property           | M    | JFMIP, Property        |
|         | retirement or disposal     | anda | Management Systems     |
|         | status.                    | tory | Requirements,          |
|         |                            |      | JFMIP-SR-00-4, October |
|         |                            |      | 2000                   |
+---------+----------------------------+------+------------------------+
| 08.4.12 | Capture deletions and      | M    | JFMIP, Property        |
|         | additions such as          | anda | Management Systems     |
|         | betterments.               | tory | Requirements,          |
|         |                            |      | JFMIP-SR-00-4, October |
|         |                            |      | 2000                   |
+---------+----------------------------+------+------------------------+
| 08.4.13 | Calculate gain or loss at  | M    | JFMIP, Property        |
|         | time of disposal or        | anda | Management Systems     |
|         | retirement, sale,          | tory | Requirements,          |
|         | exchange, donation.        |      | JFMIP-SR-00-4, October |
|         |                            |      | 2000                   |
+---------+----------------------------+------+------------------------+
| 08.4.14 | Capture estimated cost to  | Des  | JFMIP, Property        |
|         | demolish property or       | ired | Management Systems     |
|         | otherwise dispose of       |      | Requirements,          |
|         | property.                  |      | JFMIP-SR-00-4, October |
|         |                            |      | 2000                   |
+---------+----------------------------+------+------------------------+
| *8.5*   | *Real Property Maintenance |      |                        |
|         | and Clean-up Process*      |      |                        |
+---------+----------------------------+------+------------------------+
| 08.5.15 | Capture management's       | M    | JFMIP, Property        |
|         | estimate of deferred       | anda | Management Systems     |
|         | maintenance. This may be   | tory | Requirements,          |
|         | accomplished through a     |      | JFMIP-SR-00-4, October |
|         | process or system other    |      | 2000                   |
|         | than in a property system. |      |                        |
+---------+----------------------------+------+------------------------+
| 08.5.16 | Capture management's       | M    | JFMIP, Property        |
|         | assessment of property     | anda | Management Systems     |
|         | condition. This may be     | tory | Requirements,          |
|         | accomplished through a     |      | JFMIP-SR-00-4, October |
|         | process or system other    |      | 2000                   |
|         | than in a property system. |      |                        |
+---------+----------------------------+------+------------------------+
| 08.5.17 | Capture the fact that an   | M    | JFMIP, Property        |
|         | environmental or hazardous | anda | Management Systems     |
|         | substance is located on or | tory | Requirements,          |
|         | contained within a         |      | JFMIP-SR-00-4, October |
|         | property item in           |      | 2000                   |
|         | accordance with 41 CFR     |      |                        |
|         | 101-42.202.                |      |                        |
+---------+----------------------------+------+------------------------+
| 08.5.18 | Capture the total          | M    | JFMIP, Property        |
|         | estimated clean-up cost    | anda | Management Systems     |
|         | when the item is placed in | tory | Requirements,          |
|         | service if the PP&E meets  |      | JFMIP-SR-00-4, October |
|         | the criteria established   |      | 2000                   |
|         | in paragraph 88 of SFFAS   |      |                        |
|         | No. 6. This may be         |      |                        |
|         | accomplished through a     |      |                        |
|         | process or system other    |      |                        |
|         | than in a property system. |      |                        |
+---------+----------------------------+------+------------------------+
| 08.5.19 | Capture environmental      | M    | JFMIP, Property        |
|         | liabilities associated     | anda | Management Systems     |
|         | with PP&E when an event    | tory | Requirements,          |
|         | has occurred and the       |      | JFMIP-SR-00-4, October |
|         | liability is probable and  |      | 2000                   |
|         | estimable (see Technical   |      |                        |
|         | Release 2). This may be    |      |                        |
|         | accomplished through a     |      |                        |
|         | process or system other    |      |                        |
|         | than in a property system. |      |                        |
+---------+----------------------------+------+------------------------+
| 08.5.20 | For general PP&E,          | M    | JFMIP, Property        |
|         | calculate the annual       | anda | Management Systems     |
|         | amortization of estimated  | tory | Requirements,          |
|         | material, clean-up costs,  |      | JFMIP-SR-00-4, October |
|         | and the un-amortized       |      | 2000                   |
|         | balance                    |      |                        |
+---------+----------------------------+------+------------------------+
| 08.5.21 | Provide analytic tools to  | Des  | JFMIP, Property        |
|         | support analysis and       | ired | Management Systems     |
|         | evaluation of annual       |      | Requirements,          |
|         | maintenance status, needs, |      | JFMIP-SR-00-4, October |
|         | and costs for effective    |      | 2000                   |
|         | program planning and       |      |                        |
|         | budgeting.                 |      |                        |
+---------+----------------------------+------+------------------------+
| 08.5.22 | Capture property           | Des  | JFMIP, Property        |
|         | maintenance, upgrade, and  | ired | Management Systems     |
|         | overhaul schedules.        |      | Requirements,          |
|         |                            |      | JFMIP-SR-00-4, October |
|         |                            |      | 2000                   |
+---------+----------------------------+------+------------------------+
| 08.5.23 | Capture actual             | Des  | JFMIP, Property        |
|         | maintenance, upgrade, and  | ired | Management Systems     |
|         | overhaul data.             |      | Requirements,          |
|         |                            |      | JFMIP-SR-00-4, October |
|         |                            |      | 2000                   |
+---------+----------------------------+------+------------------------+
| 08.5.24 | Provide the capability to  | Des  | JFMIP, Property        |
|         | forecast or schedule       | ired | Management Systems     |
|         | maintenance requirements   |      | Requirements,          |
|         | for future periods.        |      | JFMIP-SR-00-4, October |
|         |                            |      | 2000                   |
+---------+----------------------------+------+------------------------+
| *8.6*   | *Real Property Data        |      |                        |
|         | Exchange Process*          |      |                        |
+---------+----------------------------+------+------------------------+
| 08.6.1  | Receive Real property      | Des  |                        |
|         | information from the       | ired |                        |
|         | Acquisition of Goods and   |      |                        |
|         | Services Process and       |      |                        |
|         | Interagency agreement      |      |                        |
|         | Business Process, and from |      |                        |
|         | the financial system; and  |      |                        |
|         | receive property           |      |                        |
|         | transferred from other     |      |                        |
|         | Federal entities through   |      |                        |
|         | donation and exchange.     |      |                        |
|         | (BPM step 10)              |      |                        |
+---------+----------------------------+------+------------------------+
| 08.6.2  | Receive data on            | Des  |                        |
|         | capitalized real property  | ired |                        |
|         | into the Accounting System |      |                        |
|         | Fixed Asset Subsystem or   |      |                        |
|         | the Bureau designated      |      |                        |
|         | Property System. (BPM step |      |                        |
|         | 12)                        |      |                        |
+---------+----------------------------+------+------------------------+
| 08.6.3  | Forward physical receipt   | M    | JFMIP, Property        |
|         | information, including     | anda | Management Systems     |
|         | quantity and date of       | tory | Requirements,          |
|         | physical receipt, to the   |      | JFMIP-SR-00-4, October |
|         | acquisition system and     |      | 2000                   |
|         | Core Financial System.     |      |                        |
+---------+----------------------------+------+------------------------+
| 08.6.4  | Interface electronically   | Des  | JFMIP, Property        |
|         | with GSA's Worldwide       | ired | Management Systems     |
|         | Inventory.                 |      | Requirements,          |
|         |                            |      | JFMIP-SR-00-4, October |
|         |                            |      | 2000                   |
+---------+----------------------------+------+------------------------+
| 08.6.5  | For capitalized property,  | Des  |                        |
|         | transmit the generated     | ired |                        |
|         | data for the journal       |      |                        |
|         | entries necessary for      |      |                        |
|         | recording changes in the   |      |                        |
|         | valuation including any    |      |                        |
|         | associated gains or        |      |                        |
|         | losses.                    |      |                        |
+---------+----------------------------+------+------------------------+
| 08.6.6  | Transfer the asset's       | M    | JFMIP, Property        |
|         | acquisition cost,          | anda | Management Systems     |
|         | accumulated                | tory | Requirements,          |
|         | depreciation/amortization, |      | JFMIP-SR-00-4, October |
|         | and the amount of gain or  |      | 2000                   |
|         | loss to the Core Financial |      |                        |
|         | System at the time of      |      |                        |
|         | asset transfer, disposal,  |      |                        |
|         | or retirement.             |      |                        |
+---------+----------------------------+------+------------------------+
| 08.6.7  | Provide capability to      | Des  | JFMIP, Property        |
|         | electronically transfer    | ired | Management Systems     |
|         | property records between   |      | Requirements,          |
|         | interfacing systems for    |      | JFMIP-SR-00-4, October |
|         | the gaining and losing     |      | 2000                   |
|         | property custodians within |      |                        |
|         | the agency.                |      |                        |
+---------+----------------------------+------+------------------------+
| 08.6.8  | Promote a single point of  | Des  | JFMIP, Property        |
|         | entry to populate the      | ired | Management Systems     |
|         | property management        |      | Requirements,          |
|         | database and all databases |      | JFMIP-SR-00-4, October |
|         | with which the property    |      | 2000                   |
|         | management system          |      |                        |
|         | interfaces at the same     |      |                        |
|         | time.                      |      |                        |
+---------+----------------------------+------+------------------------+
| 08.6.9  | Ensure that audit trails   | Des  | JFMIP, Property        |
|         | of all system transactions | ired | Management Systems     |
|         | are captured.              |      | Requirements,          |
|         |                            |      | JFMIP-SR-00-4, October |
|         |                            |      | 2000                   |
+---------+----------------------------+------+------------------------+
| 08.6.10 | Facilitate ease of         | Des  | JFMIP, Property        |
|         | reconciliation between     | ired | Management Systems     |
|         | systems to ensure data     |      | Requirements,          |
|         | accuracy.                  |      | JFMIP-SR-00-4, October |
|         |                            |      | 2000                   |
+---------+----------------------------+------+------------------------+
| *8.7*   | *Real Property Reports     |      |                        |
|         | Process*                   |      |                        |
+---------+----------------------------+------+------------------------+
| 08.7.1  | Produce reports in         | M    | JFMIP, Property        |
|         | accordance with user       | anda | Management Systems     |
|         | defined criteria. Such     | tory | Requirements,          |
|         | reports may provide        |      | JFMIP-SR-00-4, October |
|         | property information to    |      | 2000                   |
|         | allow appropriate users to |      |                        |
|         | conduct an inventory of    |      |                        |
|         | current holdings or any    |      |                        |
|         | subset of those holdings   |      |                        |
|         | at any time                |      |                        |
+---------+----------------------------+------+------------------------+
| 08.7.2  | Produce reports in         | M    | JFMIP, Property        |
|         | accordance with user       | anda | Management Systems     |
|         | defined criteria. Such     | tory | Requirements,          |
|         | reports may allow a user   |      | JFMIP-SR-00-4, October |
|         | to access both summary     |      | 2000                   |
|         | data and more detailed     |      |                        |
|         | data.                      |      |                        |
+---------+----------------------------+------+------------------------+
| 08.7.3  | Provide for on-line search | Des  | JFMIP, Property        |
|         | capability based on        | ired | Management Systems     |
|         | user-defined parameters.   |      | Requirements,          |
|         |                            |      | JFMIP-SR-00-4, October |
|         |                            |      | 2000                   |
+---------+----------------------------+------+------------------------+
| 08.7.4  | Provide the capability for | Des  |                        |
|         | agency real property       | ired |                        |
|         | management systems to      |      |                        |
|         | interface on-line through  |      |                        |
|         | Internet with other real   |      |                        |
|         | property management        |      |                        |
|         | systems external to the    |      |                        |
|         | agency to facilitate the   |      |                        |
|         | identification, location,  |      |                        |
|         | or transfer of property    |      |                        |
|         | Federal Government-wide.   |      |                        |
+---------+----------------------------+------+------------------------+

# Reports

The following section lists the reports currently utilized by USDA
agencies. An analysis is required to determine which of these reports
CPAIS will generate and which reports the data warehouse will generate.

## 1166 FRPP Report

CPAIS must maintain data elements necessary to prepare and
electronically submit the 1166 FRPP, which is an annual report of
property inventory for USDA owned and leased property. GSA Assignments
are not reported in the 1166 FRPP. GSA reporting requirements have
changed. The previous requirement for the 1166 Worldwide Inventory was
to report changes in property holdings during the reporting year,
whereas the new 1166 FRPP reporting requirement is to include the entire
property inventory.

The 1166 FRPP must contain an installation record and at least one
additional record per installation. Listed below are the multiple record
types used to create the report.

-   Installation, record type 10 -- Mandatory record contains
    information related to the installation including: property type,
    address, and agency bureau code.

-   Latitude/Longitude, record type 11 -- This record can be used when
    an agency elects to provide latitude and longitude information for
    their installations. While the record type is optional, if used, the
    data elements within the record type are mandatory. This record type
    is especially useful if you have an installation in a location that
    has no valid physical address. This would most often occur for
    structures, but could be a remote land or building location.

-   Land, record type 20 - Record contains information related to the
    land including: usage code, urban acres, rural acres, and
    acquisition cost.

-   Buildings, record type 30 -- Summary record contains information
    related to the buildings in an installation including: number of
    buildings, square footage, and acquisition cost.

-   Buildings, record type 35 -- Building detail. This record type
    allows reporting of individual buildings at an installation
    regardless of usage code. The record requires assignment of a
    building ID for individual buildings being reported. Building ID
    number must be unique for each building with each usage code in the
    installation's property. The record type 35 may be used in place of
    record type 30. DO NOT use record type 30 and 35 for the same
    installation. Agencies must choose to use only one of the building
    record types for a given installation. The 1166 application will
    default the Number of Buildings to 1 for this record type. This is a
    companion record type for record type 36.

-   Occupant, record type 31 -- Use type 31 records when reporting the
    summary of square footage for an agency/bureau. This is a companion
    record for record type 30.

-   Occupant, record type 36 -- Detail Occupant Agency. This is an
    optional record type, however, it the record type is used, all data
    elements within the record type are mandatory. Beginning with the FY
    2003 reporting cycle, agencies are being asked to provide the
    agency/bureau codes and occupied square footage for any agency
    occupying building space at their installations. This is a companion
    record type for the existing record type 35 -- detail buildings.
    Buildings in record type 35 are reported separately using a building
    ID. Record type 36 also has building Ids as part of the occupant
    agency record.

-   Other Structures and facilities, record type 40 -- Record contains
    information related to any other structures and/or facilities that
    are part of an installation that are not described in one of the
    records listed above. Contains information including: installation
    number, usage code, and acquisition cost.

-   Lease, record type 50 -- Record contains information regarding
    commercial leases including: installation number, number of leases,
    effective date, expiration date, renewal option years, and annual
    rental amount. One and only one record type 50 is created per leased
    installation.

## Space Management Plan (DR 1620-2)

CPAIS must maintain data elements necessary to prepare mandatory USDA,
GSA, and OPPM reports and various ad-hoc queries on both a USDA level
and an agency level. Listed below are the reporting requirements
detailed in DR 1620-2, the USDA Space Management Policy, as directed by
OPPM.

### Master Space Plan/Strategy

Annual report outlining the amount of square footage and number of
personnel housed in USDA owned property, GSA Assignments and commercial
leases, and utilization rate for each type of property. The report
outlines plans for space reduction required to bring the agency's total
square footage in line with staffing and utilization rate. The report
displays a list of exceptions requested and granted for exceeding the
utilization rate and that exceed the GSA tenant improvement allowance.

### Annual Baseline Report

The Annual Baseline Report displays the calculated baseline of total
square footage and space costs paid for each USDA agency from the
Central Rent Account.

### Verification of Distribution of Space Costs Report

The Verification of Distribution of Space Costs Report is a report
verifying the percentage for the total funding received from
non-appropriated sources, which is submitted to OPPM.

## Space Budget Justification Report

Federal Agencies (Departments) that obligate more than \$5 million
annually for rental payments to GSA or to others for rental of space,
structures and facilities, and land and building services must submit a
space budget justification in the format specified in OMB Circular No.
A-11 Section 54 -- Rental Payments for Space and Land. OMB uses this
information to evaluate budget requests for rent in the context of
personnel and program changes. GSA uses this information to refine its
estimates for rental costs.

The Space Budget Justification Report is a summary report made up of
completed worksheets as described in OMB Circular No. A-11 Section 54 --
Rental Payments for Space and Land.

-   Part 1 of the Space Budget Justification Report includes information
    on rental payments to GSA, including:

    -   GSA rent estimates for prior year, calendar year, budget year,
        and budget year + 1

    -   Adjustments to the GSA bill for adjustments

    -   Planned changes to inventory

    -   Requested program changes

    -   Other adjustments

    -   Statutorily imposed rent caps

    -   Funding sources for rental payments to GSA -- direct
        appropriation

    -   Funding sources for rental payments to GSA's other sources

    -   Total net rental payments to GSA

-   Part 2 of the Space Justification Report includes information on
    rental payments to entities other than GSA, including:

    -   Non Federal sources

    -   Federal sources other than GSA

    -   Total rent payments to entities other than GSA

## Accessibility Certification 

CPAIS must maintain real property data used to report on accessibility
compliance. All offers received in response to the solicitation for
offers must be evaluated to determine whether the offers fully meet the
accessibility requirements of the Americans with Disabilities Act
Accessibility Guidelines (ADAAG) and the Uniform Federal Accessibility
Standards (UFAS).

Each property must be evaluated based on the following levels of
compliance:

-   Full Compliance denotes that the property fully complies with the
    ADAAG and/or UFAS requirements for Automobile Parking and Loading
    Zones, Accessible Route, Entrance and Egress, Ramps, Stairs,
    Handrails, Doors, Elevators, Telephones, Controls, Signage, Alarms,
    Drinking Fountains, Storage Facilities, Seating and Work Stations,
    Assembly Areas, and Toilet Rooms.

-   Substantial Compliance denotes that the property substantially
    complies with the ADAAG and/or UFAS requirements for Automobile
    Parking and Loading Zones, Accessible Route, Entrance and Egress,
    Doors, Drinking Fountains, Toilet Rooms, and the space has at least
    one elevator where necessary for route.

-   Less Than Substantial Compliance denotes that the property must meet
    the following minimum requirements:

    -   At least one accessible route shall be provided from an
        accessible entrance to the leased space and all required
        accessible areas. At least one interior means of vertical access
        shall be provided. Elevators shall have complying Controls and
        Signage.

    -   If parking is provided, then accessible spaces shall be
        included.

    -   Accessible toilet rooms shall be provided.

-   CPAIS must track Waivers of Accessibility Requirements and
    Exceptions to Accessibility Requirements for reporting purposes.

## Energy Reporting 

The USDA OPPM Energy and Environment Staff uses several reports to help
determine compliance with the National Energy Conservation Policy Act
(NECPA), Energy Policy Act of 1992 (EPACT), and Executive Order 13123
*Greening the Government Through Efficient Energy Management*. These
reports must be completed at the individual agency level and at the
department level.

### Energy Program Report

The Energy Program report contains data regarding energy usage in USDA
owned and leased properties (excluding GSA Assignments) for standard use
and lab/industrial use. Neither CPAIS nor the Data Warehouse will
generate these reports, but the data must be available, via query or
canned report, to assist in completion of the Energy Program Reports.

Below are the data elements required for the Energy Program Report that
shows the types of utilities and fuel used in installations and the
square footage. This report should be completed for each agency then
rolled up into a summary report for the department.

-   Total number of government owned and leased buildings and total
    square footage.

-   Total number and square footage of USDA owned standard use and
    lab/industrial use buildings.

    -   Standard use buildings include office and administrative
        buildings and any other building that does not specifically fit
        the criteria for an industrial, laboratory, research or other
        energy-intensive facility or exempt facility.

    -   Lab/Industrial use buildings include buildings and facilities
        that by their nature have much higher energy consumption than
        standard office buildings.

-   Total number of USDA owned standard use and lab industrial use
    buildings and square footage by fuel type: electricity, natural gas,
    LPG/propane, fuel oil, coal, purchased steam, other.

-   Total number and square footage for USDA owned standard use and
    lab/industrial use buildings by check box items.

    -   Energy conservation plan

    -   Water conservation plan

    -   Water best management practices used

    -   Recycling program in place

    -   Energy/Utility savings performance contract

    -   Designated energy showcase

    -   Energy Star rated building

    -   Sustainable building design principles used

    -   Infiltration blocked

-   Total number of and square footage for USDA owned standard use and
    lab industrial use buildings by renewable energy: renewable electric
    -- purchased, renewable electric -- self generated, wind turbine
    power, photovoltaic, gas from landfill/biomass, other.

-   Total number of and square footage of USDA owned standard use and
    lab/industrial use buildings with the energy audit checked 'Yes'.

-   Total number of and square footage of standard use and
    lab/industrial use leased buildings.

-   Total number of and square footage of standard use and
    lab/industrial use leased buildings with utilities included.

-   Total number of and square footage of standard use and
    lab/industrial use leased buildings with no utilities included

    -   By fuel type

    -   By check box items

### Energy Improvement Report

The Energy Improvement report contains information regarding energy
improvements to USDA owned and leased properties (excluding GSA
Assignments). The following data elements support preparation of the
report:

-   Building ID and Name, Predominant Usage, Rentable Square Footage

-   Land Type

-   Enhancement Type

-   Improvement Type and Program

-   Cost and Date of Utilities Enhancement

-   Energy Consumption Reduction (relative to 1990) and Energy Star
    Building Rating.

## Historical Property Report 

According to Executive Order 13287 dated March 3, 2003, CPAIS must
maintain real property data used to report on historical and heritage
property.

\"Historic property\" means any prehistoric or historic district, site,
building, structure, and object included on or eligible for inclusion on
the National Register of Historic Places

Each agency with real property management responsibilities shall, by
September 30, 2005, and every third year thereafter, prepare a report on
its progress in identifying, protecting, and using historic properties
in its ownership and make the report available to the Chairman of the
Advisory Council on Historic Preservation and the Secretary of the
Interior.

## ARS Reports

ARS provided the following reports. The figure below lists the FIRM
Report Name and a brief description or title of the report.

[]{#__RefHeading___Toc43279203 .anchor}Figure 6‑16 ARS Report Name and
Descriptions

  -----------------------------------------------------------------------
  FIRM Report Name   Description
  ------------------ ----------------------------------------------------
  FIRM RPR DeprS     Depreciation Report (Government Owned)

  FIRM RPR 162A      Capitalized Improvement Report

  FIRM RPR 162       Improvement Report

  FIRM RPR 083       Structures Report (Government Owned and Leased)

  FIRM RPR 063       Building Report (Government Owned and Leased)

  FIRM RPR 053       Land Report (Government Owned with Acquisition Cost
                     \$1 or less)

  FIRM RPR 040       Disposal Report (Sorted by Area and Location)

  FIRM RPR 025G      Inventory Report (Government-Owned)

  FIRM RPR 025       Inventory Report (Government-Owned and Leased)

  FIRM RPR 024YB     Building Inventory Report (Animal Facility (AF),
                     Greenhouse (GH), HeadHouse (HH), Laboratory (LB),
                     and Office/Laboratory (OL)) (Built Between 1990 and
                     2001)

  FIRM RPR 024SY     Structure Inventory Report (Government Owned)
                     Structures Acquired in the last 10 Years

  FIRM RPR 024S      Structure Inventory Report (Government Owned)

  FIRM RPR 024LY     Land Inventory Report (Government Owned)

  FIRM RPR 024LX     Land Inventory Report (Government Owned and Acquired
                     Date Oct 1, 1991 - Sept 30, 1992)

  FIRM RPR 024L      Land Inventory Report

  FIRM RPR 024BY     Building Inventory Report; Government Owned Building
                     Constructed Since 1983

  FIRM RPR 024BX     Building Inventory Report (Government Owned and
                     Acquisition Cost is \$2 Million or More)

  FIRM RPR 024BV     Building Inventory Report (Government Owned and
                     Acquisition Cost is \$1 Million or More)

  FIRM RPR 024BO     Building Inventory Report (Government Owned Other
                     Buildings excluding Laboratory (LB),
                     Office/Laboratory (OL), and Office (OF) Facilities,
                     Headhouse (HH))

  FIRM RPR 024BL     Building Inventory Report (Government Owned
                     Laboratory (LB), Office/Laboratory (OL), and Office
                     (OF) Facilities) (Constructed Between 1986 and 2003)

  FIRM RPR 024BHP    Building Inventory Report (Government Owned)
                     Heritage Property

  FIRM RPR 024BG     Building Inventory Report (Government Owned
                     Headhouse (HH), Greenhouse (GH) Facilities)
                     (Constructed Between 1986 and 2003)

  FIRM RPR 024B2     Building Inventory Report (Government Owned)
                     Heritage Property

  FIRM RPR 024B      Building Inventory Report (Government Owned, Leased,
                     and Trust)

  FIRM RPR 024HP     Heritage Property Inventory Report
                     (Government-Owned); Unused Property Awaiting
                     Evaluation to Determine Historical Significance

  FIRM RPR 024HPD    Heritage Property Inventory Report
                     (Government-Owned); Unused Property Awaiting
                     Evaluation to Determine Historical Significance

  FIRM RPR 024       Inventory Report (Government-Owned)

  FIRM RPR 023       Physical Inventory List

  FIRM RPR 010       Location Site List

  FIRM RPR 003       Location List
  -----------------------------------------------------------------------

The following figure lists the FIRM Report Name and the Data Elements
that CPAIS must maintain in order to generate the required reports or to
transfer the data to the warehouse for reporting purposes.

> []{#__RefHeading___Toc43279204 .anchor}Figure 6‑17 FIRM Report Name
> and Required Data Elements

  ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
  Data Element Name     Report                                                                                                                                                                                                                       
                        Name                                                                                                                                                                                                                         
  --------------------- -------- ------ ------ ------ ------ ------ ------ ------ ------ ------- ------- ------ ------- ------- ------ ------- ------- ------- ------- ------- -------- ------- ------- ------ ------- -------- ------ ------ ------ ------
                        FIRM RPR FIRM   FIRM   FIRM   FIRM   FIRM   FIRM   FIRM   FIRM   FIRM    FIRM    FIRM   FIRM    FIRM    FIRM   FIRM    FIRM    FIRM    FIRM    FIRM    FIRM RPR FIRM    FIRM    FIRM   FIRM    FIRM RPR FIRM   FIRM   FIRM   FIRM
                        DeprS    RPR    RPR    RPR    RPR    RPR    RPR    RPR    RPR    RPR     RPR     RPR    RPR     RPR     RPR    RPR     RPR     RPR     RPR     RPR     024BHP   RPR     RPR     RPR    RPR     024HPD   RPR    RPR    RPR    RPR
                                 162A   162    083    063    053    040    025G   025    024YB   024SY   024S   024LY   024LX   024L   024BY   024BX   024BV   024BO   024BL            024BG   024B2   024B   024HP            024    023    010    003

  Acquisition Code                                           x                                                                                                                                                                                       

  Acquisition Cost,     x        x      x      x      x      x             x      x      x       x       x      x       x       x      x       x       x       x       x       x        x       x       x      x       x        x      x             
  Total (Bldg, Other                                                                                                                                                                                                                                 
  Struct, and Prop)                                                                                                                                                                                                                                  

  Address                                                                                                                                                                                                                                     x      

  Appraisal Date                                             x                                                                                                                                                                                       

  Area                                                              x                                                                                                                                                                                

  Building Accumulated  x                                                                                                                                                                                                                            
  Depreciation                                                                                                                                                                                                                                       

  Building Acquisition  x        x      x      x      x      x             x      x      x                                      x              x               x       x       x        x       x       x      x       x        x      x             
  Cost                                                                                                                                                                                                                                               

  Building Construction x        x      x             x                    x      x      x                                      x              x               x       x       x        x       x       x      x       x        x      x             
  Date                                                                                                                                                                                                                                               

  Building Depreciated  x                                                                                                                      x                                                                                                     
  Value                                                                                                                                                                                                                                              

  Building Notes                                      x                                                                                                                                                                                              

  Building Total Annual x                                                                                                                                                                                                                            
  Depreciation                                                                                                                                                                                                                                       

  Building Use Code              x      x                                                                                                                                                                                                            

  City                                                              x                    x       x              x                                      x                                                                                      x      x

  Cond Adeq Code (?)                                  x                                                                                                                                                                                              

  Date (of Improvement)          x      x                                                                                                                                                                                                            

  Date Last Inspected                          x                                                                                                                                                                                                     

  Disposal Date                                                     x                                                                                                                                                                                

  Disposal                                                          x                                                                                                                                                                                
  Method/Authority                                                                                                                                                                                                                                   

  Disposal Proceeds                                                 x                                                                                                                                                                                

  ENDG THRT SPEC                                             x                                                                                                                                                                                       

  ENV PRO ACT                                                x                                                                                                                                                                                       

  Est. Cost Ind (??)                                         x                                                                                                                                                                                       

  Estimated Current                                          x                                                                                                                                                                                       
  Value                                                                                                                                                                                                                                              

  EXCE Code (??)                                                    x                                                                                                                                                                                

  Excess Date                                                       x                                                                                                                                                                                

  Exp Code (?)                   x                                                                                                                                                                                                                   

  Gov\'t Owned Lease    x        x      x      x      x      x             x      x      x       x       x      x       x       x      x       x       x       x       x       x        x       x       x      x       x        x      x             

  HA (?)                                              x                                                                                                                                                                                              

  Historical Code                              x      x                                                                                                                                                        x       x                             

  Historical Code                                                                                                                                                                                              x       x                             

  Improvement Cost               x      x                                                                                                                                                                                                            

  Improvement                    x      x                                                                                                                                                                                                            
  Description                                                                                                                                                                                                                                        

  Land Acquisition Cost x        x      x      x      x      x             x      x      x                      x       x       x      x       x       x       x       x       x        x       x       x      x       x        x      x             

  Life Expect Years                     x             x                                                                                                                                                                                              

  Location Name                                                                                                                                                                                                                               x      

  Location Number                                                   x                    x       x              x                                      x                                                                                      x      x

  Other Structure       x                      x                           x      x              x                              x              x               x       x       x        x       x       x      x       x        x      x             
  Construction Date                                                                                                                                                                                                                                  

  Other Structure Unit                         x                           x      x              x                              x              x               x       x       x        x       x       x      x       x        x      x             
  Type (Unit of Measure                                                                                                                                                                                                                              
  LOV)                                                                                                                                                                                                                                               

  Other Structure Units                        x                           x      x              x                              x              x               x       x       x        x       x       x      x       x        x      x             
  (capacity)                                                                                                                                                                                                                                         

  Other Structure       x        x      x      x      x      x             x      x      x       x       x                      x              x               x       x       x        x       x       x      x       x        x      x             
  Acquisition Cost                                                                                                                                                                                                                                   

  Property Acquisition  x                                    x             x      x      x       x       x      x       x       x              x               x       x       x        x       x       x      x       x        x      x             
  Date (reportable by                                                                                                                                                                                                                                
  year and date)                                                                                                                                                                                                                                     

  Property ID Number    x        x      x      x      x      x      x      x      x      x       x       x      x       x       x      x       x       x       x       x       x        x       x       x      x       x        x      x             

  Property Name         x        x      x      x      x      x      x      x      x      x       x       x      x       x       x      x       x       x       x       x       x        x       x       x      x       x        x      x             

  Property Type Code    x        x      x      x      x      x      x      x      x      x       x       x      x       x       x      x       x       x       x       x       x        x       x       x      x       x        x      x             

  Property Type Suff                                                                     x                                                                                                                                                           
  (??)                                                                                                                                                                                                                                               

  Property Use Code                                   x      x             x      x      x       x       x      x       x       x      x       x       x       x       x       x        x       x       x      x       x        x      x             

  Site Name                                                                                                                                                    x       x       x        x       x       x      x       x        x      x      x      

  Site Number           x        x      x      x      x      x      x      x      x      x       x       x      x       x       x      x       x       x       x       x       x        x       x       x      x       x        x      x      x      

  Stat Code                                                                x      x      x       x                                     x       x       x       x       x       x        x       x       x      x       x        x      x             

  State                                                             x                    x       x              x                                      x                                                                                      x      x

  Structure Notes                              x                                                                                                                                                                                                     

  Structure Use Code                           x                                                                                                                                                                                                     

  Total Acres                                                x             x      x              x       x      x       x       x      x       x               x       x       x        x       x       x      x       x        x      x             

  Total Amount of       x                                                                                                                                                                                                                            
  Improvements                                                                                                                                                                                                                                       

  Total Occupiable               x      x             x             x      x      x      x                                      x              x               x       x       x        x       x       x      x       x        x      x             
  Space (= General                                                                                                                                                                                                                                   
  SqFt + Unique SqFt +                                                                                                                                                                                                                               
  Warehouse SqFt)                                                                                                                                                                                                                                    

  Transferred To                                                    x                                                                                                                                                                                

  Wetland (Indicator ?)                                      x                                                                                                                                                                                       

  ZIP Code                                                                                                                                                                                                                                    x      
  ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------

## APHIS Reports

The following figure lists the reports required by APHIS and the data
elements required to generate the reports. CPAIS will generate some of
the reports and the data warehouse will generate the remainder of the
reports.

[]{#__RefHeading___Toc43279205 .anchor}Figure 6‑18 APHIS Reports and
Data Elements

  ------------------------------------ ---------- ---------- ---------- ------------- ---------- --------
  Data Element Name                    Report                                                    
                                       Name                                                      

                                       **Agency   **Agency   **AO       **AO          **GSA      **GSA
                                       LE**       W**        Report**   Report\~1**   Border**   WLSE**

  Annual Rent                                     x                                   x          x

  City                                 x          x          x          x             x          x

  Headcount                                       x          x          x             x          x

  Land                                            x          x                                   

  Lease \#                             x                     x                                   

  Lease Exp Date                       x          x          x          x             x          x

  Lease Start Date                     x                                                         

  Monthly Rent                                                          x                        x

  Office                                          x          x                                   

  Other (than Land, Office, or                    x          x                                   
  Storage)                                                                                       

  Program                              x                     x          x             x          x

  Region                                                     x          x             x          x

  Specialist Initials                  x                                                         

  State                                x          x          x          x             x          x

  Storage                                         x          x                                   

  Street Address                       x          x          x          x             x          x

  Total SqFt                                      x          x          X             x          x
  ------------------------------------ ---------- ---------- ---------- ------------- ---------- --------

## NCR Reports

The Office of Operations requires the reports listed in the following
figure to help manage property use in the National Capital Region (NCR).
CPAIS will generate some of the reports and the data warehouse will
generate the remainder of the reports.

[]{#__RefHeading___Toc43279206 .anchor}Figure 6‑19 NCR Reports and
Required Data Elements

+-------------------+-----+-----+-----+-----+-----+-----+-----+-----+
|                   | Bu  | C   | U   | F   | NCR | Age | Bu  | Or  |
|                   | ild | omp | SDA | Y03 | Lea | ncy | ild | gan |
|                   | ing | reh | /   | R   | sed | Bu  | ing | iza |
|                   | Rep | ens | NCR | ent | F   | ild | Cha | tio |
|                   | ort | ive | Bud | Tr  | aci | ing | rge | nal |
|                   |     | Hea | get | ack | lit | Sp  | Ba  | S   |
|                   |     | dco | Es  | ing | ies | ace | cks | umm |
|                   |     | unt | tim | Rep |     | Rep |     | ary |
|                   |     | and | ate | ort |     | ort |     | An  |
|                   |     | Sp  | Rep |     |     |     |     | aly |
|                   |     | ace | ort |     |     |     |     | sis |
|                   |     | Rep | (2  |     |     |     |     | Rep |
|                   |     | ort | ye  |     |     |     |     | ort |
|                   |     |     | ars |     |     |     |     |     |
|                   |     |     | o   |     |     |     |     |     |
|                   |     |     | ut) |     |     |     |     |     |
+===================+=====+=====+=====+=====+=====+=====+=====+=====+
| Actual GSA FY03   |     |     | x   |     |     |     |     |     |
| Budget Estimate   |     |     |     |     |     |     |     |     |
| multiplied by     |     |     |     |     |     |     |     |     |
| 3.4% Escalation   |     |     |     |     |     |     |     |     |
| Factor            |     |     |     |     |     |     |     |     |
+-------------------+-----+-----+-----+-----+-----+-----+-----+-----+
| Actual GSA FY03   |     |     | x   |     |     |     |     |     |
| Budget Estimate   |     |     |     |     |     |     |     |     |
| multiplied by     |     |     |     |     |     |     |     |     |
| 3.4% Escalation   |     |     |     |     |     |     |     |     |
| Factor,           |     |     |     |     |     |     |     |     |
| (Explanation)     |     |     |     |     |     |     |     |     |
+-------------------+-----+-----+-----+-----+-----+-----+-----+-----+
| Address           |     |     |     |     | x   |     |     |     |
+-------------------+-----+-----+-----+-----+-----+-----+-----+-----+
| Agency            | x   |     |     |     | x   | x   |     |     |
+-------------------+-----+-----+-----+-----+-----+-----+-----+-----+
| Agency POC        |     |     |     |     | x   |     |     |     |
+-------------------+-----+-----+-----+-----+-----+-----+-----+-----+
| Annual GSA Fee    | x   |     |     |     |     |     |     |     |
+-------------------+-----+-----+-----+-----+-----+-----+-----+-----+
| Annual Market     | x   |     |     |     |     |     |     |     |
| Rate              |     |     |     |     |     |     |     |     |
+-------------------+-----+-----+-----+-----+-----+-----+-----+-----+
| Annual Rent       |     |     |     |     | x   |     |     |     |
+-------------------+-----+-----+-----+-----+-----+-----+-----+-----+
| Annual Sec Charge | x   |     |     |     |     |     |     |     |
+-------------------+-----+-----+-----+-----+-----+-----+-----+-----+
| Annual Total Rate | x   |     |     |     |     |     |     |     |
+-------------------+-----+-----+-----+-----+-----+-----+-----+-----+
| Average SqFt per  |     |     |     |     |     |     |     | x   |
| Occupant          |     |     |     |     |     |     |     |     |
+-------------------+-----+-----+-----+-----+-----+-----+-----+-----+
| Assigned Space    |     |     |     |     |     |     | x   | x   |
| (by building and  |     |     |     |     |     |     |     |     |
| Cost Center)      |     |     |     |     |     |     |     |     |
+-------------------+-----+-----+-----+-----+-----+-----+-----+-----+
| Building          |     | x   |     |     |     | x   | x   |     |
+-------------------+-----+-----+-----+-----+-----+-----+-----+-----+
| Building SqFt     |     |     |     |     |     |     | x   | x   |
|                   |     |     |     |     |     |     |     |     |
| Construction      |     |     |     |     |     |     | x   | x   |
|                   |     |     |     |     |     |     |     |     |
| Gross             |     |     |     |     |     |     | x   | x   |
|                   |     |     |     |     |     |     |     |     |
| Vertical          |     |     |     |     |     |     | x   |     |
| Penetration       |     |     |     |     |     |     |     |     |
+-------------------+-----+-----+-----+-----+-----+-----+-----+-----+
| Building & Lease  |     |     |     |     | x   |     |     |     |
| \#                |     |     |     |     |     |     |     |     |
+-------------------+-----+-----+-----+-----+-----+-----+-----+-----+
| Circulation       |     |     |     |     |     |     | x   | x   |
+-------------------+-----+-----+-----+-----+-----+-----+-----+-----+
| Class             | x   |     |     |     |     | x   |     |     |
+-------------------+-----+-----+-----+-----+-----+-----+-----+-----+
| Common Area (by   |     |     |     |     |     |     | x   | x   |
| Building and Cost |     |     |     |     |     |     |     |     |
| Center)           |     |     |     |     |     |     | x   | x   |
|                   |     |     |     |     |     |     |     |     |
| Floor Common      |     |     |     |     |     |     | x   | x   |
|                   |     |     |     |     |     |     |     |     |
| Building Common   |     |     |     |     |     |     | x   | x   |
|                   |     |     |     |     |     |     |     |     |
| Company Common    |     |     |     |     |     |     | x   | x   |
|                   |     |     |     |     |     |     |     |     |
| Tenant Common     |     |     |     |     |     |     |     |     |
+-------------------+-----+-----+-----+-----+-----+-----+-----+-----+
| Comments          |     |     |     | x   |     |     |     |     |
+-------------------+-----+-----+-----+-----+-----+-----+-----+-----+
| Coordinator       |     |     |     |     |     |     |     | x   |
+-------------------+-----+-----+-----+-----+-----+-----+-----+-----+
| Cost Center Code  |     |     |     |     |     |     | x   | x   |
+-------------------+-----+-----+-----+-----+-----+-----+-----+-----+
| Cost Center Name  |     |     |     |     |     |     | x   | x   |
+-------------------+-----+-----+-----+-----+-----+-----+-----+-----+
| Cost Per SqFt     |     |     |     |     |     |     | x   |     |
+-------------------+-----+-----+-----+-----+-----+-----+-----+-----+
| Current           |     |     |     | x   |     |     |     |     |
| Discrepancies     |     |     |     |     |     |     |     |     |
+-------------------+-----+-----+-----+-----+-----+-----+-----+-----+
| Date-Last-Changed | x   |     |     |     |     |     |     |     |
+-------------------+-----+-----+-----+-----+-----+-----+-----+-----+
| Emergency         |     |     |     |     | x   |     |     |     |
| Generators        |     |     |     |     |     |     |     |     |
| /Shelters/PA      |     |     |     |     |     |     |     |     |
| Systems           |     |     |     |     |     |     |     |     |
+-------------------+-----+-----+-----+-----+-----+-----+-----+-----+
| Explanation       |     |     | x   |     |     |     |     |     |
| (Additional SF    |     |     |     |     |     |     |     |     |
| will be acquired  |     |     |     |     |     |     |     |     |
| in FY03)          |     |     |     |     |     |     |     |     |
+-------------------+-----+-----+-----+-----+-----+-----+-----+-----+
| Floor             | x   |     |     |     |     |     | x   |     |
+-------------------+-----+-----+-----+-----+-----+-----+-----+-----+
| FTE, by Fiscal    |     | x   |     |     |     |     |     |     |
| Year              |     |     |     |     |     |     |     |     |
+-------------------+-----+-----+-----+-----+-----+-----+-----+-----+
| GSA Bldg Mgr      |     |     |     |     | x   |     |     |     |
+-------------------+-----+-----+-----+-----+-----+-----+-----+-----+
| GSA Budget        |     |     | x   |     |     |     |     |     |
| Estimate, by      |     |     |     |     |     |     |     |     |
| Fiscal Year       |     |     |     |     |     |     |     |     |
+-------------------+-----+-----+-----+-----+-----+-----+-----+-----+
| GSA Budget        |     |     | x   |     |     |     |     |     |
| Estimate, by      |     |     |     |     |     |     |     |     |
| Fiscal Year       |     |     |     |     |     |     |     |     |
| (Explanation)     |     |     |     |     |     |     |     |     |
+-------------------+-----+-----+-----+-----+-----+-----+-----+-----+
| GSA Class         | x   |     |     |     |     |     |     |     |
+-------------------+-----+-----+-----+-----+-----+-----+-----+-----+
| GSA Cost          |     |     | x   |     |     |     |     |     |
| Estimate/RSF      |     |     |     |     |     |     |     |     |
| (rounded up to 2  |     |     |     |     |     |     |     |     |
| decimal pts.)     |     |     |     |     |     |     |     |     |
+-------------------+-----+-----+-----+-----+-----+-----+-----+-----+
| GSA Response      |     |     |     | x   |     |     |     |     |
| /Correction       |     |     |     |     |     |     |     |     |
+-------------------+-----+-----+-----+-----+-----+-----+-----+-----+
| GSA/FPS Security  |     |     |     |     | x   |     |     |     |
| Assessment        |     |     |     |     |     |     |     |     |
+-------------------+-----+-----+-----+-----+-----+-----+-----+-----+
| Headcount         |     |     |     |     | x   |     |     | x   |
+-------------------+-----+-----+-----+-----+-----+-----+-----+-----+
| Headcount, by     |     | x   |     |     |     |     |     |     |
| Fiscal Year       |     |     |     |     |     |     |     |     |
+-------------------+-----+-----+-----+-----+-----+-----+-----+-----+
| Notes (History)   | x   |     |     |     |     |     |     |     |
+-------------------+-----+-----+-----+-----+-----+-----+-----+-----+
| Identifier        | x   |     |     |     |     |     |     |     |
+-------------------+-----+-----+-----+-----+-----+-----+-----+-----+
| Lease             |     |     | x   |     |     |     |     |     |
+-------------------+-----+-----+-----+-----+-----+-----+-----+-----+
| Lease Period      |     |     |     |     | x   |     |     |     |
+-------------------+-----+-----+-----+-----+-----+-----+-----+-----+
| Lessor\'s Bldg    |     |     |     |     | x   |     |     |     |
| Mgr               |     |     |     |     |     |     |     |     |
+-------------------+-----+-----+-----+-----+-----+-----+-----+-----+
| Notification of   |     |     |     | x   |     |     |     |     |
| Discrepancy to    |     |     |     |     |     |     |     |     |
| GSA               |     |     |     |     |     |     |     |     |
+-------------------+-----+-----+-----+-----+-----+-----+-----+-----+
| OEP               |     |     |     |     | x   |     |     |     |
+-------------------+-----+-----+-----+-----+-----+-----+-----+-----+
| Ongoing           |     |     |     | x   |     |     |     |     |
| Discrepancies     |     |     |     |     |     |     |     |     |
+-------------------+-----+-----+-----+-----+-----+-----+-----+-----+
| OO Space POC      |     |     |     |     | x   |     |     |     |
+-------------------+-----+-----+-----+-----+-----+-----+-----+-----+
| Options           |     |     |     |     | x   |     |     |     |
+-------------------+-----+-----+-----+-----+-----+-----+-----+-----+
| Other (than FTE), |     | x   |     |     |     |     |     |     |
| by Fiscal Year    |     |     |     |     |     |     |     |     |
+-------------------+-----+-----+-----+-----+-----+-----+-----+-----+
| Parking           | x   |     |     |     | x   |     |     |     |
+-------------------+-----+-----+-----+-----+-----+-----+-----+-----+
| Pending Lease     |     |     |     |     | x   |     |     |     |
| Activity          |     |     |     |     |     |     |     |     |
+-------------------+-----+-----+-----+-----+-----+-----+-----+-----+
| Percent of Usable |     |     |     |     |     |     |     | x   |
+-------------------+-----+-----+-----+-----+-----+-----+-----+-----+
| Projected Annual  |     |     |     | x   |     |     |     |     |
| Rent              |     |     |     |     |     |     |     |     |
+-------------------+-----+-----+-----+-----+-----+-----+-----+-----+
| Recommended       |     |     |     | x   |     |     |     |     |
| Action            |     |     |     |     |     |     |     |     |
+-------------------+-----+-----+-----+-----+-----+-----+-----+-----+
| Rentable SqFt     |     |     | x   |     | x   |     | x   | x   |
+-------------------+-----+-----+-----+-----+-----+-----+-----+-----+
| Resolution & Date |     |     |     | x   |     |     |     |     |
+-------------------+-----+-----+-----+-----+-----+-----+-----+-----+
| Room              | x   |     |     |     |     | x   |     |     |
+-------------------+-----+-----+-----+-----+-----+-----+-----+-----+
| Senior Executive  |     |     |     |     | x   |     |     |     |
+-------------------+-----+-----+-----+-----+-----+-----+-----+-----+
| Space/Site Status |     |     |     |     | x   |     |     |     |
+-------------------+-----+-----+-----+-----+-----+-----+-----+-----+
| Staffing          | x   |     |     |     |     |     |     |     |
+-------------------+-----+-----+-----+-----+-----+-----+-----+-----+
| Total Cost        |     |     |     |     |     |     | x   |     |
+-------------------+-----+-----+-----+-----+-----+-----+-----+-----+
| Total Occupiable, |     | x   |     |     |     |     |     |     |
| General           |     |     |     |     |     |     |     |     |
+-------------------+-----+-----+-----+-----+-----+-----+-----+-----+
| Total Occupiable, |     | x   |     |     |     |     |     |     |
| Unique            |     |     |     |     |     |     |     |     |
+-------------------+-----+-----+-----+-----+-----+-----+-----+-----+
| Total Occupiable, |     | x   |     |     |     |     |     |     |
| Warehouse         |     |     |     |     |     |     |     |     |
+-------------------+-----+-----+-----+-----+-----+-----+-----+-----+
| Total SqFt        |     | x   |     |     |     |     | x   | x   |
+-------------------+-----+-----+-----+-----+-----+-----+-----+-----+
| Usable SqFt       | x   |     |     |     |     |     | x   |     |
+-------------------+-----+-----+-----+-----+-----+-----+-----+-----+
| USDA Channel 6    |     |     |     |     | x   |     |     |     |
+-------------------+-----+-----+-----+-----+-----+-----+-----+-----+
| Useable SqFt      |     |     |     |     | x   | x   |     |     |
+-------------------+-----+-----+-----+-----+-----+-----+-----+-----+

## Space Budget Justification Report 

The Figure below lists the data elements required for the space
justification report. This report is a summary report made up of
completed worksheets as described in OMB Circular No. A-11 Section 54 --
Rental Payments for Space and Land. For more information on this report
and the required worksheets please see this circular on www.omb.gov.

This report will include data maintained in CPAIS and the Data
Warehouse, as well as data maintained in the Corporate Financial System.

> []{#__RefHeading___Toc43279207 .anchor}Figure 6‑20 Space Budget
> Justification Report Data Elements

  -----------------------------------------------------------------------
  Data Element Name      Description
  ---------------------- ------------------------------------------------
  Agency Code            USDA defined agency code

  Bureau Code            Code for the principal organization with in the
                         agency.

  GSA Bureau Code        Agency/Bureau code recorded on the GSA rent
                         bills or GSA estimates.

  GSA Rent Estimate PY   Estimated rent for PY.

  GSA Rent Estimate CY   Estimated rent for CY.

  GSA Rent Estimate BY   Estimated rent for BY.

  GSA Rent Estimate BY+1 Estimated Rent for BY+1

  Adjustments to Bill    Adjustments to rent bill for chargebacks.
  Chargebacks            Chargebacks are the process by which customers
                         contest a GSA billing.

  Other Adjustments      Any other adjustments not included in the any of
                         the other adjustment sections.

  Statutorily Imposed    Rental payments to GSA considered strained for
  Rent Caps              legal reasons.

  Planned Changes to     Net amount of approved and planned changes in
  Inventory PY           the inventory and adjustments from the base
                         month (reflected in GSA rent estimate) to the
                         end of the fiscal year.

  Planned Changes to     Net amount of approved and planned changes in
  Inventory CY           the inventory and adjustments from the base
                         month (reflected in GSA rent estimate) to the
                         end of the fiscal year.

  Planned Changes to     Net amount of approved and planned changes in
  Inventory BY           the inventory and adjustments from the base
                         month (reflected in GSA rent estimate) to the
                         end of the fiscal year.

  Planned Changes to     Net amount of approved and planned changes in
  Inventory BY+1         the inventory and adjustments from the base
                         month (reflected in GSA rent estimate) to the
                         end of the fiscal year.

  Planned Changes to     Net amount of approved and planned changes in
  Inventory BY+2         the inventory and adjustments from the base
                         month (reflected in GSA rent estimate) to the
                         end of the fiscal year.

  Requested Program      Requested program changes that will result from
  Changes CY             changes in programs that have been enacted by
                         law.

  Requested Program      Requested program changes that will result from
  Changes BY             changes in programs that have been enacted by
                         law.

  Requested Program      Requested program changes that will result from
  Changes BY+1           changes in programs that have been enacted by
                         law.

  Requested Program      Requested program changes that will result from
  Changes BY+2           changes in programs that have been enacted by
                         law.

  Total Net Rental       Sum of amounts paid to GSA Federal building fund
  Payments to GSA        for all funding sources for a year.

  Funding Sources For    
  Rental Payments        

  Account Title and ID   Funding Sources For Rental Payments funded by
  Code                   direct appropriations.

  Subtotal Direct        Sum of the amounts of direct appropriations for
  Appropriations         the year.

  Other Sources Account  Funding Sources For Rental Payments funded by
  Title and ID Code      other sources

  Subtotal other funding Sum of the amounts for other funding sources for
  sources                a year.

  Rental Payments to     Include obligations for possession and use of
  Others Non-Federal     space, land, and structures leased from
  sources                non-Federal sources.

  Rental Payments to     Include obligations for payments to agencies
  others Federal Sources other than GSA for space, land, and structures
                         that are subleased or occupied by permits,
                         regardless of whether the space is owned or
                         leased.

  Total Rental Payments  Amount or rental payments to non-Federal sources
  to Others              and other agencies other than GSA.
  -----------------------------------------------------------------------

## OPPM Summarization Reports

The following data elements are required for OPPM Summarization Reports.
CPAIS or the data warehouse will generate the reports.

-   Agency

-   Leased Property

    -   Number of Records

    -   Leased SqFt

    -   Total Annual Lease Rents

-   Owned Property

    -   Number of Records

    -   Owned SqFt

    -   Urban Acreage

    -   Rural Acreage

-   GSA Assignments

    -   Number of Assignments

    -   Annual Rent Bill

-   \% of Total USDA Property Records (by Agency)

# Outstanding Issues

The following outstanding issues have been identified:

-   The requirements of a CPAIS data warehouse will be determined at a
    later date.

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-   ACFO-FS will define a unique SV clone document to use in the CPAIS
    to FFIS interface. This will be articulated in the detailed design.

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-   Policy Decisions

    -   OCFO will determine the structure of the Unique Asset Identifier
        during the detailed design phase.

    -   OCFO will determine a corporate approach for establishing the
        unique asset identifier and the utilization of FFIS Job Number
        to account for real property assets in the Corporate Financial
        System and CPAIS during the detailed design phase.

    -   OPPM will determine if condition ratings are usable for all USDA
        agencies. Condition ratings are engineering standards required
        to determine deferred maintenance and aid in budgeting.

    -   OPPM and OCFO will determine the criteria for operating and
        capital leases.

    -   OPPM will provide policy for updating data (e.g., head count
        changes, 1166 FRPP reporting timeline).

-   In Figure 1-5, "Manage Agreements" the flow of this chart is not
    accurate for Rural Developments processes however; no additional
    information was received as of the June 11, 2003 walkthrough.

-   A review of the Commodity Credit Corporation (CCC) leasing authority
    is being conducted and a determination will be made regarding the
    need for any additional CPAIS requirements.

# Requirements Traceability Matrix

The following matrix of requirement and cross-reference section verifies
that the requirements addressed in this specification have been met.

[]{#__RefHeading___Toc43279208 .anchor}Figure 8‑21 CPAIS Requirements
Traceability Matrix

  ------------------------------------------------------------------------
  No.     Requirement Description                    Cross Reference
                                                     Section
  ------- ------------------------------------------ ---------------------
  1       Maintain data elements required for        1.1, 1.2.1, 1.2.2,
          tracking acquisition of USDA owned or      1.2.3
          leased property, including land leases,    
          GSA Assignments, and agreements            

  2       Maintain data elements required to         1.1, 1.2.1
          calculate asset valuation of USDA owned    
          property                                   

  3       Collect and manage data related to         1.1, 1.2.1
          purchase cost and Work In Progress (WIP)   
          accounting                                 

  4       Generate depreciation expense transactions 1.1, 1.2.1

  5       Maintain data elements required for the    1.1, 1.2.2
          management of GSA Assignments, including   
          the Central Rent Account and the National  
          Capital Region                             

  6       Capture the source of funds breakdown for  1.1, 1.2.2
          a particular space to facilitate           
          management of the Central Rent Account     

  7       Allow creation of a shell record, in       1.1, 1.2.1, 1.2.2,
          support of Joint Financial Management      1.2.3
          Improvement Program (JFMIP) requirements,  
          distinguishing between mandatory,          
          required, and optional fields              

  8       Maintain data elements necessary to        1.1, 6.6
          distinguish land or buildings as           
          'Heritage' and/or 'Historical' property in 
          accordance with Executive Order 13287      

  9       Interface with the Corporate Financial     1.1, 2.2.1, 2.2.3
          System to post financial transactions for  
          USDA owned property                        

  10      Interface with the GSA STAR Billing System 1.1, 2.2.5
          to facilitate rent comparison              

  11      Interface with the Forest Service Infra    1.1, 2.2.6
          system. Forest Service will consolidate    
          field data to facilitate this interface    

  12      Maintain data elements necessary to        1.1, 6
          prepare mandatory USDA, GSA, and OPPM      
          reports and various ad-hoc queries on both 
          a USDA level and an agency level           

  13      Maintain data elements necessary to        1.1, 6.1
          prepare and electronically submit the 1166 
          FRPP. The 1166 FRPP reports property       
          inventory for USDA owned and leased        
          property over a reporting year             

  14      Maintain data elements to facilitate       1.1, 1.3
          property management requirements           

  15      Accommodate changes to agency space needs  1.1, 1.2.1, 1.2.2,
          over time                                  1.2.3

  16      Maintain data elements necessary to track  1.1, 1.3.2
          and manage physical security               

  17      Maintain data elements necessary to manage 1.1, 1.3.3, 1.3.4
          the real property portfolio and perform    
          business management functions              

  18      Allow role based access levels to          1.1, 1.2.2
          facilitate monitoring from headquarters    

  19      CPAIS must accommodate the entire FFIS     1.1, 2.2
          accounting string.                         

  20      CPAIS will capture the four-digit GSA      1.1
          Agency Bureau Code and will crosswalk the  
          code to the two-digit USDA Agency Code.    
          CPAIS will display both codes.             

  21      CPAIS will track Condition Ratings. Values 1.1
          will be provided during the detailed       
          design phase.                              

  22      CPAIS must feature a data entry capability 1.1
          to allow for table maintenance (e.g.,      
          reference data).                           

  23      CPAIS must feature a data entry capability 1.1
          to allow for security configuration and    
          maintenance.                               
  ------------------------------------------------------------------------