# Appendix C

# CPAIS Requirements - Tracking Matrix

+-----+-----------+------------------------------+---------+----------+
| > * | **Area**  | **Requirement Description**  | **Cross | **Design |
| *No |           |                              | Re      | Document |
| .** |           |                              | ference | Cross    |
|     |           |                              | Se      | Ref      |
|     |           |                              | ction** | erence** |
+=====+===========+==============================+=========+==========+
| 1   |           | Maintain data elements       | 1.1,    | Gap      |
| .   |           | required for tracking        | 1.2.1,  |          |
|     |           | acquisition of USDA owned or | 1.2.2,  |          |
|     |           | leased property, including   | 1.2.3   |          |
|     |           | land leases, GSA             |         |          |
|     |           | Assignments, and agreements  |         |          |
+-----+-----------+------------------------------+---------+----------+
| 2   |           | CPAIS must maintain data     | 1.2.1.3 | 3.1.1.1  |
| .   |           | elements pertinent to        |         |          |
|     |           | features of a real property  |         | 3.1.1.1  |
|     |           | asset.                       |         |          |
|     |           |                              |         | 3.1.3.1  |
|     |           | Floor and Room Assignments,  |         | (Gap)    |
|     |           | if applicable                |         |          |
|     |           |                              |         | Security |
|     |           | Head Counts (i.e., Full Time |         | chapter  |
|     |           | Equivalent, Peak Permanent,  |         |          |
|     |           | Peak Part-time and Cyclical, |         | 3.1.1.4  |
|     |           | Peak Non-Agency              |         |          |
|     |           |                              |         |          |
|     |           | ) and Space Usage            |         |          |
|     |           |                              |         |          |
|     |           | Property Type, GSA           |         |          |
|     |           | Predominant Usage            |         |          |
|     |           |                              |         |          |
|     |           | Survey and Energy Audit      |         |          |
|     |           | Information                  |         |          |
|     |           |                              |         |          |
|     |           | Accessibility Compliance     |         |          |
|     |           |                              |         |          |
|     |           | Security Features            |         |          |
|     |           |                              |         |          |
|     |           | Multi-tenancy                |         |          |
+-----+-----------+------------------------------+---------+----------+
| 3   |           | Maintain data elements to    | 1.1,    | 3.0      |
| .   |           | facilitate property          | 1.3     |          |
|     |           | management requirements      |         |          |
+-----+-----------+------------------------------+---------+----------+
| 4   |           | Accommodate changes to       | 1.1,    | 3.1.2.2  |
| .   |           | agency space needs over time | 1.2.1,  |          |
|     |           |                              | 1.2.2,  |          |
|     |           |                              | 1.2.3   |          |
+-----+-----------+------------------------------+---------+----------+
| 5   |           | Maintain data elements       | 1.1,    | Gap      |
| .   |           | necessary to track and       | 1.3.2   |          |
|     |           | manage physical security     |         |          |
+-----+-----------+------------------------------+---------+----------+
| 6   |           | Maintain data elements       | 1.1,    | Gap      |
| .   |           | necessary to manage the real | 1.3.3,  |          |
|     |           | property portfolio and       | 1.3.4   |          |
|     |           | perform business management  |         |          |
|     |           | functions                    |         |          |
+-----+-----------+------------------------------+---------+----------+
| 7   |           | CPAIS must accommodate the   | 1.1,    | 4.0,     |
| .   |           | entire FFIS accounting       | 2.2     | 5.1.1    |
|     |           | string.                      |         |          |
+-----+-----------+------------------------------+---------+----------+
| 8   |           | CPAIS will capture the       | 1.1     | Gap      |
| .   |           | four-digit GSA Agency Bureau |         |          |
|     |           | Code and will crosswalk the  |         |          |
|     |           | code to the two-digit USDA   |         |          |
|     |           | Agency Code. CPAIS will      |         |          |
|     |           | display both codes.          |         |          |
+-----+-----------+------------------------------+---------+----------+
| 9   |           | CPAIS will track Condition   | 1.1     | Gap      |
| .   |           | Ratings. Values will be      |         |          |
|     |           | provided during the detailed |         |          |
|     |           | design phase.                |         |          |
+-----+-----------+------------------------------+---------+----------+
| 1   |           | CPAIS must feature a data    | 1.1     | ????     |
| 0.  |           | entry capability to allow    |         |          |
|     |           | for table maintenance (e.g., |         |          |
|     |           | reference data).             |         |          |
+-----+-----------+------------------------------+---------+----------+
| 1   |           | CPAIS must facilitate data   | 1.2.2.1 | Reports  |
| 1.  |           | downloads to facilities      |         | Section  |
|     |           | managers in the form of MS   |         |          |
|     |           | Excel or MS Word files.      |         |          |
+-----+-----------+------------------------------+---------+----------+
| 1   | Owned     | Maintain data elements       | 1.1,    | 4.0      |
| 2.  | Property  | required to calculate asset  | 1.2.1   |          |
|     |           | valuation of 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.                    |         |          |
+-----+-----------+------------------------------+---------+----------+
| 1   |           | CPAIS must maintain data     | 1.2.1.3 | 3.1.1.1  |
| 3.  |           | 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                 |         |          |
+-----+-----------+------------------------------+---------+----------+
| 1   |           | CPAIS must maintain data     | 1.2.1.3 | Gap      |
| 4.  |           | 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           |         |          |
+-----+-----------+------------------------------+---------+----------+
| 1   |           | Collect and manage data      | 1.1,    | Gap      |
| 5.  |           | related to purchase cost and | 1.2.1   |          |
|     |           | Work In Progress (WIP)       |         |          |
|     |           | accounting : 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).          |         |          |
+-----+-----------+------------------------------+---------+----------+
| 1   |           | CPAIS must capture WIP       | 1.      | Gap      |
| 6.  |           | accounting when construction | 2.1.1.2 |          |
|     |           | of the real property asset   |         |          |
|     |           | begins to assure that the    |         |          |
|     |           | value of the asset reflects  |         |          |
|     |           | all construction in progress |         |          |
|     |           | transactions.                |         |          |
+-----+-----------+------------------------------+---------+----------+
| 1   |           | The agency must also         | 1.2     | Gap      |
| 7.  |           | establish the WIP accounting | .1.1.1, |          |
|     |           | elements in the Corporate    | 1.2     |          |
|     |           | Financial System. All WIP    | .1.1.1, |          |
|     |           | accounting activity related  | 1.2     |          |
|     |           | to the unique asset must     | .1.1.2, |          |
|     |           | post to General Ledger (GL)  | 1.      |          |
|     |           | account 1720 "Construction   | 2.1.1.3 |          |
|     |           | in Progress" (also referred  |         |          |
|     |           | to as Work in Progress or    |         |          |
|     |           | WIP).                        |         |          |
+-----+-----------+------------------------------+---------+----------+
| 1   |           | When the agency places the   | 1.      | Gap (we  |
| 8.  |           | asset in service, CPAIS      | 2.1.1.1 | maybe    |
|     |           | reclassifies all related     |         | able to  |
|     |           | accounting activity from GL  |         | put a    |
|     |           | account 1720 to GL account   |         | rule in  |
|     |           | 1730 "Buildings,             |         | WIP      |
|     |           | Improvements, and            |         | value    |
|     |           | Renovations" or 1740 "Other  |         | stream)  |
|     |           | Buildings and Structures."   |         |          |
|     |           | At that time, no additional  |         |          |
|     |           | activity can post to GL      |         |          |
|     |           | account 1720 for that asset. |         |          |
+-----+-----------+------------------------------+---------+----------+
| 1   |           | Generate depreciation        | 1.1,    | 4.1.2    |
| 9.  |           | expense transactions: that   | 1.2.1   |          |
|     |           | are sent to the corporate    |         |          |
|     |           | financial system through the |         |          |
|     |           | monthly interface.           |         |          |
+-----+-----------+------------------------------+---------+----------+
| 2   | GSA       | Maintain data elements       | 1.1,    | Part     |
| 0.  | As        | required for the management  | 1.2.2   | Gap,     |
|     | signments | of GSA Assignments,          |         |          |
|     |           | including the Central Rent   |         | part     |
|     |           | Account and the National     |         | 3.1.1.4  |
|     |           | Capital Region               |         |          |
+-----+-----------+------------------------------+---------+----------+
| 2   |           | CPAIS must allow monitoring  | 1.      | Gap      |
| 1.  |           | of GSA Assignments at the    | 2.2.1.2 |          |
|     |           | headquarter level.           |         |          |
+-----+-----------+------------------------------+---------+----------+
| 2   |           | CPAIS must maintain data     | 1.2.2.2 | Gap      |
| 2.  |           | 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           |         |          |
+-----+-----------+------------------------------+---------+----------+
| 2   |           | To accommodate fluctuating   | 1.2.2.1 | Gap      |
| 3.  |           | space needs, CPAIS must:     |         |          |
|     |           |                              |         |          |
|     |           | Maintain flexible start and  |         |          |
|     |           | end lease dates.             |         |          |
|     |           |                              |         |          |
|     |           | Calculate and maintain       |         |          |
|     |           | escalation projections for   |         |          |
|     |           | budgeting purposes.          |         |          |
+-----+-----------+------------------------------+---------+----------+
| 2   |           | CPAIS must maintain data     | 1.2.2.1 | Gap      |
| 4.  |           | elements from the final OA   |         |          |
|     |           | and lease summary to         |         |          |
|     |           | establish a baseline for     |         |          |
|     |           | rent comparisons with GSA.   |         |          |
+-----+-----------+------------------------------+---------+----------+
| 2   |           | Capture the source of funds  | 1.1,    | Gap      |
| 5.  |           | breakdown for a particular   | 1.2.2   |          |
|     |           | space to facilitate          |         |          |
|     |           | management of the Central    |         |          |
|     |           | Rent Account, Lease,         |         |          |
|     |           | Agreement, and GSA Star      |         |          |
|     |           | Billing.                     |         |          |
+-----+-----------+------------------------------+---------+----------+
| 2   |           | Allow creation of a shell    | 1.1,    | ???      |
| 6.  |           | record, in support of Joint  | 1.2.1,  |          |
|     |           | Financial Management         | 1.2.2,  |          |
|     |           | Improvement Program (JFMIP)  | 1.2.3   |          |
|     |           | requirements, distinguishing |         |          |
|     |           | between mandatory, required, |         |          |
|     |           | and optional fields          |         |          |
+-----+-----------+------------------------------+---------+----------+
| 2   |           | Maintain data elements       | 1.1,    | Gap      |
| 7.  |           | necessary to distinguish     | 6.6     |          |
|     |           | land or buildings as         |         |          |
|     |           | 'Heritage' and/or            |         |          |
|     |           | 'Historical' property in     |         |          |
|     |           | accordance with Executive    |         |          |
|     |           | Order 13287                  |         |          |
+-----+-----------+------------------------------+---------+----------+
| 2   | GSA Rent  | CPAIS will maintain data     | 1.      | 5.1.2    |
| 8.  | Co        | elements to facilitate the   | 2.2.1.1 |          |
|     | mparisons | 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". |         |          |
+-----+-----------+------------------------------+---------+----------+
| 2   |           | CPAIS must allow the Realty  | 1.      | Gap      |
| 9.  |           | Specialist and GSA to modify | 2.2.1.1 |          |
|     |           | the terms of the OA in the   |         |          |
|     |           | system, as changes are made  |         |          |
|     |           | to the OA.                   |         |          |
+-----+-----------+------------------------------+---------+----------+
| 3   |           | CPAIS must generate form     | 1.      | Gap      |
| 0.  |           | letters to request           | 2.2.1.1 |          |
|     |           | 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.              |         |          |
+-----+-----------+------------------------------+---------+----------+
| 3   |           | CPAIS must maintain          | 1.      | 5.1.2    |
| 1.  |           | historical rent data to      | 2.2.1.1 |          |
|     |           | perform monthly              |         |          |
|     |           | reconciliation.              |         |          |
+-----+-----------+------------------------------+---------+----------+
| 3   | Central   | CPAIS must capture the       | 1.      | Gap      |
| 2.  | Rent      | percentage of                | 2.2.1.2 |          |
|     | Account   | non-appropriated sources of  |         |          |
|     |           | funding agencies receive in  |         |          |
|     |           | order to develop accurate    |         |          |
|     |           | budget projections for the   |         |          |
|     |           | Central Rent Account.        |         |          |
+-----+-----------+------------------------------+---------+----------+
| 3   | National  | CPAIS must allow agencies to | 1.      | 3.1.1.4, |
| 3.  | Capital   | view amounts charged to the  | 2.2.1.3 | 5.1.2    |
|     | Region    | Central Rent Account and     |         |          |
|     |           | allow Office of Operations   |         |          |
|     |           | to view agency property      |         |          |
|     |           | records to allow             |         |          |
|     |           | verification of bills and    |         |          |
|     |           | comparison.                  |         |          |
+-----+-----------+------------------------------+---------+----------+
| 3   |           | CPAIS must provide MS Word   | 1.      | Reports  |
| 4.  |           | and MS Excel files. Agency   | 2.2.1.3 | section  |
|     |           | facility managers track      |         |          |
|     |           | detailed space usage with PC |         |          |
|     |           | based AutoCAD programs that  |         |          |
|     |           | require MS Word and MS Excel |         |          |
|     |           | files.                       |         |          |
+-----+-----------+------------------------------+---------+----------+
| 3   | C         | CPAIS must maintain data     | 1.2.3   |          |
| 5.  | ommercial | elements required for        |         |          |
|     | Leases    | tracking and managing USDA   |         |          |
|     |           | commercial leases. A CPAIS   |         |          |
|     |           | data warehouse will maintain |         |          |
|     |           | data for reporting financial |         |          |
|     |           | information on USDA          |         |          |
|     |           | commercial leases.           |         |          |
+-----+-----------+------------------------------+---------+----------+
| 3   |           | CPAIS must maintain data     | 1.2.3.2 | 3.1.1.2, |
| 6.  |           | elements to track location   |         | 3.1.1.4  |
|     |           | of property leased to the    |         |          |
|     |           | USDA.                        |         | Gaps     |
|     |           |                              |         |          |
|     |           | GSA Region                   |         | Gaps     |
|     |           |                              |         |          |
|     |           | Federal Installation Site    |         | Gaps     |
|     |           | Address, Name, and Number    |         |          |
|     |           |                              |         | Gaps     |
|     |           | Physical Address             |         |          |
|     |           |                              |         | Gaps     |
|     |           | 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)          |         |          |
+-----+-----------+------------------------------+---------+----------+
| 3   |           | CPAIS will maintain data     | 1.2.3.1 | Gap      |
| 7.  |           | 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. |         |          |
+-----+-----------+------------------------------+---------+----------+
| 3   | Land      | CPAIS must maintain data     | 1.2.3.5 | Gaps     |
| 8.  | Leases    | elements necessary to track  |         |          |
|     |           | and manage land leases.      |         |          |
+-----+-----------+------------------------------+---------+----------+
| 3   |           | CPAIS must maintain data     | 1.2.3.5 | Gaps     |
| 9.  |           | 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                        |         |          |
+-----+-----------+------------------------------+---------+----------+
| 4   | A         | CPAIS must maintain data     | 1.2.3.6 | 3.1.1.4  |
| 0.  | greements | elements required for        |         |          |
|     |           | managing shared space        |         |          |
|     |           | agreements. A data warehouse |         |          |
|     |           | will report financial        |         |          |
|     |           | information associated with  |         |          |
|     |           | agreements.                  |         |          |
+-----+-----------+------------------------------+---------+----------+
| 4   |           | CPAIS must maintain data     | 1.      | 3.1.1.4  |
| 1.  |           | elements necessary to the    | 2.3.6.8 |          |
|     |           | 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                     |         |          |
+-----+-----------+------------------------------+---------+----------+
| 4   | I         | CPAIS must interface with    | 1.2.1   | 5.1.1.2  |
| 2.  | nterfaces | 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).           |         |          |
+-----+-----------+------------------------------+---------+----------+
| 4   |           | Interface with the Corporate | 1.1,    | 5.1.1.2  |
| 3.  |           | Financial System to post     | 2.2.1,  |          |
|     |           | financial transactions for   | 2.2.3   |          |
|     |           | USDA owned property: The     |         |          |
|     |           | property can be purchased,   |         |          |
|     |           | donated, exchanged, or       |         |          |
|     |           | transferred, and The         |         |          |
|     |           | transactions can be manually |         |          |
|     |           | entered into the Corporate   |         |          |
|     |           | Financial System or          |         |          |
|     |           | generated by the procurement |         |          |
|     |           | system (e.g., IAS, PRCH).    |         |          |
+-----+-----------+------------------------------+---------+----------+
| 4   |           | Interface with the GSA STAR  | 1.1,    | 5.1.2    |
| 4.  |           | Billing System to facilitate | 2.2.5   |          |
|     |           | rent comparison              |         |          |
+-----+-----------+------------------------------+---------+----------+
| 4   | CPAIS to  | CPAIS will generate FFIS     | 2.2.1   | 5.1.1.1  |
| 5.  | FFIS      | documents to record the      |         |          |
|     | Interface | accounting impact of a       |         |          |
|     |           | variety of property-related  |         |          |
|     |           | transactions, including      |         |          |
|     |           | donations, depreciation,     |         |          |
|     |           | transfers/disposals, and     |         |          |
|     |           | balance sheet transfers for  |         |          |
|     |           | completed work.              |         |          |
+-----+-----------+------------------------------+---------+----------+
| 4   |           | CPAIS will assign a          | 2.2.1.1 | 5.1.1.1  |
| 6.  |           | 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.   |         |          |
+-----+-----------+------------------------------+---------+----------+
| 4   |           | CPAIS will provide the       | 2.2.1.3 | 5.1.1.1  |
| 7.  |           | 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.        |         |          |
+-----+-----------+------------------------------+---------+----------+
| 4   |           | CPAIS-generated input will   | 2.2.1.4 | 5.1.1.1  |
| 8.  |           | be transmitted in a format   |         |          |
|     |           | that can be processed by the |         |          |
|     |           | DOCLOAD program.             |         |          |
+-----+-----------+------------------------------+---------+----------+
| 4   |           | CPAIS will require an FFIS   | 2.2.1.5 | 5.1.1.1  |
| 9.  |           | 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.         |         |          |
+-----+-----------+------------------------------+---------+----------+
| 5   |           | CPAIS will generate a file   | 2.2.1.6 | 5.1.1.1  |
| 0.  |           | 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. |         |          |
+-----+-----------+------------------------------+---------+----------+
| 5   |           | CPAIS-generated documents    | 2.2.1.7 | 5.1.1.1  |
| 1.  |           | 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    |         |          |
+-----+-----------+------------------------------+---------+----------+
| 5   |           | There are two requirements   | 2.      | 5.1.1.1  |
| 2.  |           | governing the layout of the  | 2.2.1.2 |          |
|     |           | 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.                     |         |          |
+-----+-----------+------------------------------+---------+----------+
| 5   |           | DOCLOAD will read the        | 2.      | 5.1.1.1  |
| 3.  |           | formatted input files        | 2.2.1.3 |          |
|     |           | 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).        |         |          |
+-----+-----------+------------------------------+---------+----------+
| 5   | The FFIS  | The FFIS to CPAIS interface  | 2.2.3   | 5.1.1.2  |
| 4.  | to CPAIS  | will transmit two extract    |         |          |
|     | Interface | 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.     |         |          |
+-----+-----------+------------------------------+---------+----------+
| 5   |           | The FFIS to CPAIS interface  | 2.2.3   | 5.1.1.2  |
| 5.  |           | 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.                    |         |          |
+-----+-----------+------------------------------+---------+----------+
| 5   |           | The FFIS to CPAIS interface  | 2.2.3   | 5.1.1.2  |
| 6.  |           | 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.          |         |          |
+-----+-----------+------------------------------+---------+----------+
| 5   |           | The FFIS to CPAIS interface  | 2.2.3.1 | 5.1.1.2  |
| 7.  |           | 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:                  |         |          |
|     |           |                              |         |          |
|     |           | Selected records from the    |         |          |
|     |           | Closed Month General Journal |         |          |
|     |           | (CMGJYY).                    |         |          |
|     |           |                              |         |          |
|     |           | 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.                    |         |          |
+-----+-----------+------------------------------+---------+----------+
| 5   |           | The FFIS to CPAIS interface  | 2.2.3.2 | 5.1.1.2  |
| 8.  |           | 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. |         |          |
+-----+-----------+------------------------------+---------+----------+
| 5   |           | The interface will select    | 2.2.3.2 | 5.1.1.2  |
| 9.  |           | 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.              |         |          |
+-----+-----------+------------------------------+---------+----------+
| 6   |           | The UTCIAO utility will      | 2.2.3.5 | 5.1.1.2  |
| 0.  |           | verify the file sent from    |         |          |
|     |           | FFIS for correct header and  |         |          |
|     |           | trailer formats, record      |         |          |
|     |           | counts, and record types.    |         |          |
+-----+-----------+------------------------------+---------+----------+
| 6   |           | The length of each input     | 2.      | 5.1.1.2  |
| 1.  |           | record must be at least 1    | 2.3.5.1 |          |
|     |           | 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).                    |         |          |
+-----+-----------+------------------------------+---------+----------+
| 6   |           | CPAIS must validate Unique   | 2.2.4   | 5.1.1.3  |
| 2.  |           | Asset Identifier table       |         |          |
|     |           | within CPAIS to the Unique   |         |          |
|     |           | Asset Identifier table in    |         |          |
|     |           | FFIS.                        |         |          |
+-----+-----------+------------------------------+---------+----------+
| 6   |           | CPAIS must interface with    | 2.2.5   | 5.1.2    |
| 3.  |           | the GSA STAR Billing System  |         |          |
|     |           | to facilitate rent           |         |          |
|     |           | comparison.                  |         |          |
+-----+-----------+------------------------------+---------+----------+
| 6   |           | Interface with the Forest    | 1.1,    | Gap      |
| 4.  |           | Service Infra system. Forest | 2.2.6   |          |
|     |           | Service will consolidate     |         |          |
|     |           | field data to facilitate     |         |          |
|     |           | this 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.                |         |          |
+-----+-----------+------------------------------+---------+----------+
| 6   | Reports   | Maintain data elements       | 1.1, 6  | Reports  |
| 5.  |           | necessary to prepare         |         | section  |
|     |           | mandatory USDA, GSA, and     |         |          |
|     |           | OPPM reports and various     |         |          |
|     |           | ad-hoc queries on both a     |         |          |
|     |           | USDA level and an agency     |         |          |
|     |           | level                        |         |          |
+-----+-----------+------------------------------+---------+----------+
| 6   |           | Maintain data elements       | 1.1,    | 5.1.3    |
| 6.  |           | necessary to prepare and     | 6.1     |          |
|     |           | electronically submit the    |         |          |
|     |           | 1166 FRPP. The 1166 FRPP     |         |          |
|     |           | reports property inventory   |         |          |
|     |           | for USDA owned and leased    |         |          |
|     |           | property over a reporting    |         |          |
|     |           | year 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.                 |         |          |
+-----+-----------+------------------------------+---------+----------+
| 6   |           | The 1166 FRPP must contain   | 6.1     | 5.1.3    |
| 7.  |           | 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.                |         |          |
+-----+-----------+------------------------------+---------+----------+
| 6   |           | CPAIS must maintain data     | 6.2     | Reports  |
| 8.  |           | elements necessary to        |         | section  |
|     |           | 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. |         |          |
+-----+-----------+------------------------------+---------+----------+
| 6   |           | CPAIS must maintain real     | 6.4     | Gap      |
| 9.  |           | 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).            |         |          |
+-----+-----------+------------------------------+---------+----------+
| 7   |           | The Energy Program report    | 6.5.1   | Reports  |
| 0.  |           | contains data regarding      |         | section  |
|     |           | 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.             |         |          |
+-----+-----------+------------------------------+---------+----------+
| 7   |           | According to Executive Order | 6.6     | Gap      |
| 1.  |           | 13287 dated March 3, 2003,   |         |          |
|     |           | CPAIS must maintain real     |         |          |
|     |           | property data used to report |         |          |
|     |           | on historical and heritage   |         |          |
|     |           | property                     |         |          |
+-----+-----------+------------------------------+---------+----------+
| 7   | Security  |                              |         |          |
| 2.  |           |                              |         |          |
+-----+-----------+------------------------------+---------+----------+
| 7   |           | CPAIS must feature           | 1.2.2.1 | Security |
| 3.  |           | field-locking capabilities   |         | Chapter  |
|     |           | to secure data and to allow  |         |          |
|     |           | budget development by the    |         |          |
|     |           | agency and monitoring from   |         |          |
|     |           | headquarters.                |         |          |
+-----+-----------+------------------------------+---------+----------+
| 7   |           | CPAIS must accommodate       | 1.      | Security |
| 4.  |           | relationships between GSA    | 2.2.1.3 | Chapter  |
|     |           | and the Office of Operations |         |          |
|     |           | within the National Capital  |         |          |
|     |           | Region in the form of        |         |          |
|     |           | flexible percentages with    |         |          |
|     |           | role based security          |         |          |
|     |           | controls.                    |         |          |
+-----+-----------+------------------------------+---------+----------+
| 7   |           | All SBU/SSI information      | 3.2.2   | Security |
| 5.  |           | transmitted via any media    |         | Chapter  |
|     |           | will be encrypted in         |         |          |
|     |           | accordance with the Media    |         |          |
|     |           | Encryption Chart             |         |          |
|     |           | requirements.                |         |          |
+-----+-----------+------------------------------+---------+----------+
| 7   |           | SBU/SSI shall be processed   | 3.2.2   | Security |
| 6.  |           | and stored only on systems   |         | Chapter  |
|     |           | that meet CS guidance        |         |          |
|     |           | requirements for Controlled  |         |          |
|     |           | Access Protection.           |         |          |
+-----+-----------+------------------------------+---------+----------+
| 7   |           | All telecommunication and    | 3.3.2   | Security |
| 7.  |           | network encryption systems   |         | Chapter  |
|     |           | will have an encryption plan |         |          |
|     |           | approved by the agency       |         |          |
|     |           | Information Systems Security |         |          |
|     |           | Program Manager (ISSPM) or   |         |          |
|     |           | Security Officer.            |         |          |
+-----+-----------+------------------------------+---------+----------+
| 7   |           | Sufficient redundancy and    | 3.3.2   | Security |
| 8.  |           | capacity needs to be         |         | Chapter  |
|     |           | incorporated into            |         |          |
|     |           | departmental or agency       |         |          |
|     |           | mission critical and         |         |          |
|     |           | essential communication      |         |          |
|     |           | systems to prevent           |         |          |
|     |           | transmission of SBU/SSI      |         |          |
|     |           | information in clear text    |         |          |
+-----+-----------+------------------------------+---------+----------+
| 7   |           | SBU/SSI will be processed    | 3.3.2   | Security |
| 9.  |           | and store as required by     |         | Chapter  |
|     |           | Cyber Security guidance on   |         |          |
|     |           | C2 Controlled Access         |         |          |
|     |           | Protection                   |         |          |
+-----+-----------+------------------------------+---------+----------+
| 8   |           | Agencies and staff offices   | 3.3.2   | Security |
| 0.  |           | will exercise control over   |         | Chapter  |
|     |           | keys used in any encrypted   |         |          |
|     |           | transmissions.               |         |          |
+-----+-----------+------------------------------+---------+----------+
| 8   |           | All encryption               | 3.3.3   | Security |
| 1.  |           | implementations will conform |         | Chapter  |
|     |           | to the Level 2 Security      |         |          |
|     |           | requirements as specified in |         |          |
|     |           | FIPS-140-2 unless otherwise  |         |          |
|     |           | identified in this policy.   |         |          |
+-----+-----------+------------------------------+---------+----------+
| 8   |           | CPAIS will have a security   | 3.4.1   | Security |
| 2.  |           | classification of Sensitive  |         | Chapter  |
|     |           | 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.   |         |          |
+-----+-----------+------------------------------+---------+----------+
| 8   |           | **Security Policy**---The    | 3.4.1   | Security |
| 3.  |           | system will possess          |         | Chapter  |
|     |           | 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.             |         |          |
+-----+-----------+------------------------------+---------+----------+
| 8   |           | **Accountability---**The     | 3.4.1   | Security |
| 4.  |           | system requires an           |         | Chapter  |
|     |           | 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.         |         |          |
+-----+-----------+------------------------------+---------+----------+
| 8   |           | **Assurance**---The system   | 3.4.1   | Security |
| 5.  |           | architecture will consist of |         | Chapter  |
|     |           | 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. |         |          |
+-----+-----------+------------------------------+---------+----------+
| 8   |           | **Documentation**---A        | 3.4.1   | Security |
| 6.  |           | Security Features User's     |         | Chapter  |
|     |           | 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.             |         |          |
+-----+-----------+------------------------------+---------+----------+
| 8   |           | Allow role based access      | 1.1,    | Security |
| 7.  |           | levels to facilitate         | 1.2.2   | Chapter  |
|     |           | monitoring from headquarters |         |          |
+-----+-----------+------------------------------+---------+----------+
| 8   |           | CPAIS must accommodate a     | 3.5.1   | Security |
| 8.  |           | minimum password length of   |         | Chapter  |
|     |           | 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.                   |         |          |
+-----+-----------+------------------------------+---------+----------+
| 8   |           | The DAC mechanism shall,     | 3.5.3   | Security |
| 9.  |           | either by explicit user      |         | Chapter  |
|     |           | 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.           |         |          |
+-----+-----------+------------------------------+---------+----------+
| 9   |           | CPAIS must follow the        | 3.5.4   | ?????    |
| 0.  |           | 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.                    |         |          |
+-----+-----------+------------------------------+---------+----------+
| 9   |           | CPAIS must provide an audit  | 3.5.5   | Security |
| 1.  |           | trail for system users,      |         | Chapter  |
|     |           | 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                   |         |          |
+-----+-----------+------------------------------+---------+----------+
| 9   |           | CPAIS must feature a data    | 1.1     | Security |
| 2.  |           | entry capability to allow    |         | Chapter  |
|     |           | for security configuration   |         |          |
|     |           | and maintenance.             |         |          |
+-----+-----------+------------------------------+---------+----------+
| 9   | 508       | Section 508 requires that    | 4       | 8.0      |
| 3.  | C         | Federal employees who are    |         |          |
|     | ompliance | 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.    |         |          |
+-----+-----------+------------------------------+---------+----------+