Joint meeting of the AMP and HAP on 7/10/2008

Notes were sent in an email by Bob Jarcho

Thanks to all of you who were able to attend the last Thursday\'s (7/10)
Asset Management Partnership meeting. Below is a recap of the meeting.
[Please take particular note of the due dates for the Q4 \'08
deliverable due dates and attached templates to be used for many of the
deliverables.]{.underline}

Please let me know if I missed or incorrectly described the discussion
items and outcomes. **The next meeting of Partnership is scheduled for
August 28 from 1 pm to 2:30 pm in Rm 2603 MIB.**

The focus of this meeting was to:

> Provide update on the DOI PMA Real Property Scorecard status and
> discuss Q4 '08 deliverables, the DOI Green Presentation to OMB and
> other Q4 '08 actions.
>
> Address and discuss with the Heritage Asset Partnership (HAP) several
> heritage assets related issues and concerns.
>
> Conduct close-out of the GSA evaluation of BIA and FWS FRPP reporting.
>
> Discuss new FRPP reporting requirements and FRPP system changes.
>
> Report on GAO review of excess real property and request Bureau
> responses to their questions.

**[Q4 \'08 Deliverables]{.underline}**

In the meeting, we covered the items due from the bureaus this quarter.
Below is a more detailed description of the deliverables including
documentation to be provided. Please note the due dates for submitting
the deliverables. Attached is the table of Q4 \'08 deliverables as noted
in the Three-Year Rolling Timeline, the PMA Real Property Scorecard and
the Proud-To-Be.

[Update asset inventory in FRPP and Identify and justified
changes/anomalies between FY '07 and '08 inventories]{.underline}. --
The FRPP update to the FY 2008 inventory can be performed by either
staging an XML file or updating individual records. Please complete the
attached template summarizing any updates and changes to the inventory
made during this quarter. Please notify me prior to updating the FRPP of
changes that will result in significant revision to the status and/or
performance metrics of your bureau's overall inventory or a subset of
the inventory. The notification of such a change needs to include a
justification for the change and the impact it will have your bureau's
inventory.

[Submit quarterly status report for current major construction
projects]{.underline} by July 18, 2008.

[Revise \"Getting to Green\" Presentation per OMB comments]{.underline}
\-- We are currently awaiting feedback from OMB on the Presentation
submitted with the Q3 \'08 deliverables. By August 1, 2008, please
provide comments on the Draft "Getting to Green" Presentation provided
to the Senior Asset Management Officers and submit contact information
for the evidence for each example the bureau provided last month.

[Submit updated Exhibit 300s for all ongoing major projects for
submission to OMB]{.underline} by August 11. ( Final Exhibit 300s for FY
2010 projects are due to PAM. This includes all Exhibit 300s with 2010
funding, including those approved in prior years.)

[Submit progress report on implementation of the updated bureau FRPP
verification and validation plan]{.underline} by September 2.

[Submit bureau internal scorecards by September 2]{.underline}. Attached
is draft Q4 \'08 internal scorecard and the year-end timeline for
internal scorecards. Once we receive the final PMA scorecard from OMB
expected in the next week, a final Q4 \'08 internal scorecard will be
distributed to the Asset Management Team and Asset Management
Partnership.

[Submit corrected and approved five-year capital improvement and
deferred maintenance plans]{.underline} by September 2.

[Report quarterly progress toward meeting DOI annual disposal
target.]{.underline} -- Please update the attached table reporting
progress on disposing of assets thus far during FY 2008. In addition,
provide the list of assets disposed during this fiscal year using the
template on reporting individual disposed assets. Please provide the
completed table and template by September 8, 2008. All assets thus far
reported as disposed in this report need to be reflected in the FRPP. If
not reported in FRPP, do not report it as disposed in this report.

I[dentify bureau FY 09 disposal targets]{.underline} (number and value
of constructed assets) by September 8, 2008. Please use the disposal
targets provided in your bureau\'s Q2 \'08 List of Candidate Assets for
Disposition as a starting point in setting this target. All assets to be
disposed must be reported in the FRPP. Please identify your bureau\'s
target and the total CRV from the FRPP for the assets that comprise the
target in the attached in the attached table. In addition, complete the
template identifying each asset that comprise your bureau\'s target.

[Begin using SF13327 , Report of Real Property Available for Transfer to
Federal Agencies, as part of new common federal screening
process]{.underline} . Report on new procedures to OMB by September 15,
2008. We awaiting further clarification from OMB on this deliverable and
guidance on the procedures from GSA.

[Verify to Asset Management program office that all required action
items for the Q3 OMB Real Property scorecard will be complete no later
then June 30, 2008]{.underline} . -- Please complete the attached table
identifying the status of Q4 '08 bureau action items. Please provide
completed table with list of Q4 deliverables by September 15, 2008.

*[Please note that the tables and template provide with this e-mail must
be completed without altering their structure or content as provided in
the Attachments]{.underline}*

**[Heritage Asset Partnership (HAP) Joint Discussion]{.underline}**

This discussion led by Terry Childs, Chair of the HAP, which covered the
following areas:

> Disposal procedures for heritage assets, focusing on the
> communications between the bureau\'s asset managers and their
> counterparts in cultural resources about potential disposals, as well
> as compliance activities and heritage assets to be disposed.
> Highlights of the discussion were: 1) the need to look at assets that
> are described as \"Excess\" or \"Inactive\" in the FRPP Status field
> to make sure their Historic Status is known; 2) HAP proposal to draft
> a section of the DOI disposal policy specifically on heritage assets,
> which will be a topic for future discussion.
>
> Defining what an historic evaluation involves. Highlights of the
> discussion were: 1) the HAP provided a brief background on the
> National Register of Historic Places; 2) \"Contributing element of a
> NHL/NRL district\" needs to be added to the \"Historic Status\" field.
>
> Improving the \"Historic Status\" data in the FRPP, focusing on
> activities to reduce the number of assets identified as
> \"Unevaluated\" for historic status. Highlights of the discussion
> were: 1) ways to improve the accuracy of these data including using
> the date of construction and date of acquisition to highlight assets
> over 50 years old; 2) BIA to look at \"Evaluated/Not Historic\" for
> 100% of their buildings and structures.
>
> Calculating API for heritage assets, focusing on criteria that can
> allow significant heritage assets to attain a higher score, especially
> in organizations without a preservation-oriented mission. Tabled for
> future discussion.
>
> Improving overall communications between Facilities/Asset Management
> and Cultural Resources managers.

This discussion began a dialogue between the partnerships on these
issues and exposed the Asset Management Partnership to these HAP
concerns. All acknowledged that there was a disconnect between
completion of evaluations for National Register status and updates of
this information into the bureau Maximo systems. A primary concern is
the accuracy of data submitted to the FRPP, and it was recommended that
the HAP identify solutions for addressing the accuracy of the historic
status field to ensure this field is updated correctly. An outcome was
the willingness by the bureau asset managers to work with their
respective cultural resource managers to resolve the issues above. The
requirements for conducting the historic evaluations for eligibility or
listing on the National Register of Historic Places (NRHP) is in
Bulletin #15, \"How to Apply the National Register Criteria for
Evaluation\" \<
http://www.nps.gov/history/nr/publications/bulletins/nrb15/\>.

**[GSA's FRPP Technical Assistance Initiative Recap]{.underline}**

Mir Ali, GSA contractor provided a close-out session with the
Partnership discussing the initiative identifying recommendations. Due
to the size of the documents, the GSA recommendations will be shared
with each bureau\'s Partnership representative in a subsequent e-mail.

**[FRPP Reporting Capability and Enhancements]{.underline}**

Mir Ali of GSA provided a detailed briefing on the FRPP highlighting new
elements. The following changes were discussed:

> Addition of Sustainability (#25), optional for FY 2008 reporting.
>
> Addition of pick-list value "Museum" to Real Property Use (#2).
>
> Addition of pick-list value "Museum Trust" to Legal Interest (#3).
>
> Removal of Type 10 installation.
>
> Revisions to XML schemas, based on the changes above.
>
> Addition of Data Anomalies and Data Range/Distribution and
> Relationship Considerations text to Technical Reporting Guidance
> section.

Martin Brockman observed that since the sustainability element is
optional in FY 2008 and government-wide guidance has yet to be issued,
that it is would be prudent that sustainability not be reported by the
bureaus in FY 2008. Otherwise, to report in FY 2008 would result in
inaccurate date and time consumed generating and inputting data only to
be corrected in FY 2009 when guidance will be in place and reporting is
required. Catherine Cesnik of OEPC who is working on the Government-wide
task force preparing the guidance concurred with Martin. Catherine will
brief the Partnership in August on the sustainability initiative.

We will follow up on request for a \"comment\" data element in the FRPP
and seeking access to information on DOI\'s GSA-assigned space. In
addition, we will work with GSA on enabling those bureau managers with
staging capability to have direct access to the list of authorized FRPP
users. In the mean time, we will go out with another request to Asset
Management Partnership bureau representatives to verify authorized FRPP
users in their bureau. We will schedule a separate meeting dedicated to
discuss FRPP reporting status and related issues. GSA is willing to take
part in this meeting.

**[GAO Questions Related to Review of Excess Real
Property]{.underline}**

The Government Accountability Office is beginning work on the sale of
federal real property. The job code for this work is 543209. GAO is
beginning this work in response to a request made by the Committee on
Oversight and Government Reform, House of Representatives. For the
purposes of this review, GAO considers real property as land, together
with the improvements, structures, and fixtures located thereon; real
property excludes lands such as the public domain and lands reserved or
dedicated for national forest or national park purposes.

GAO plans to assess the following objectives:

> What authorities do agencies have to retain the proceeds from the sale
> of real property?
>
> To what extent have agencies with authority to retain proceeds from
> the sale of real property disposed of underutilized and surplus
> property?
>
> To what extent has the authority to retain the proceeds affected the
> disposal of real property, and what challenges exist to greater
> utilization of this authority?

This is a multi-agency effort. To answer the questions above, they are
interested in examining the extent to which a number of agencies with
and without the authority to keep the proceeds from the sale of real
property have sold real property in recent years. Since each bureau
operates under different authorities, we requested that the bureaus with
real property respond to the attached questions. [Bureau responses are
due to Bill Hamele of PAM by July 18]{.underline}.

**[Attendees]{.underline}**

[GSA]{.underline} - Mir Ali , Chris Coneeney, Stephanie Klodzen

[USGS]{.underline} - Shelby Montgomery, Rick Kirkland

[BLM]{.underline} - Marge Mascher, Emily Palus, Bekki Lasell

[NPS]{.underline} - Terry Childs, Randy Biallas , Rich Schneider

[FWS]{.underline} - Martin Brockman, Kari Duncan, Liz Fritsch, Eugene
Marino

[BIA]{.underline} - Kathy Daum, Dennis Marglin, Yulan Jin

[Reclamation]{.underline} - Carl Leetham, Suezell Owens, Stu Hirai,
Cheryl Cates, Tom Lincoln, Chris Pfaff

[POB]{.underline} - Rita Jankovich

[OEPC]{.underline} - Catherine Cesnik

[PAM]{.underline} - Michael Wright, Bill Hamele, Bob Jarcho, Brian
Biegler