# Presentation: 768313

## Office of Acquisition and Property Management

- Completing an Effective Project Data Sheet (PDS)

## Why is an Accurate and Complete PDS Important?

- It justifies a bureau’s annual budget request for capital improvement and deferred maintenance
- It displays and justifies bureau priorities to the Department, OMB, and Congress
- It provides detailed information each bureau and DOI uses to review and evaluate individual projects
- The Department-wide collection of PDS represents the construction and deferred maintenance program to Congress, OMB, and the public

**Department of the Interior**
- December 2007

## General Guidance for PDS Completion

- Complete all of the data fields on the PDS
- Ensure all data is accurate before submitting
- Write clear, concise, and grammatically correct sentences

**Department of the Interior**
- December 2007

## General Guidance for PDS Completion

- Use the required format; do not modify the format of Exhibit 2a in Attachment G
- Be sure the PDS funding request equals the dollar amount on the 5-year plan summary list

**Department of the Interior**
- December 2007

## Project Score/Ranking

- Enter the project score at indicated fields
- Enter the rank, which is the numerical priority of the project assigned by the Bureaus, in the capital investment or DM 5-year plan for the funding year
- Enter data as:  “750/17” where 750 is the score and 17 is the rank

**Department of the Interior**
- December 2007

## Planned Funding FY

- Enter the fiscal year the project will be funded via this PDS
- Enter the actual year funding is planned – do not enter a placeholder year
- Format is “yyyy” i.e., “2010”

**Department of the Interior**
- December 2007

## Funding Source

- Enter the source of the appropriation  providing the project funding
- Do not enter a program name or number

**Department of the Interior**
- December 2007

## DOI Asset Code

- Use the DOI Asset list to assign codes
- Do not deviate
- Final list will be on the PAM website in February
- http://www.doi.gov/pam/assetmanage.html
- Assign codes for new assets based upon the type of asset being constructed (building, road, etc.)

**Department of the Interior**
- December 2007

## Real Property Unique Identifier

- Use the unique identifier documented in the Federal Real Property Profile (FRPP)
- For new assets enter “000000” if a unique identifier has not yet been assigned

**Department of the Interior**
- December 2007

## API - Asset Priority Index

- Use the API assigned by the bureau to the asset type in question
- For new assets, use the API value for an asset of the same type that is in close proximity and has a similar function

**Department of the Interior**
- December 2007

## FCI-Before

- Use the DM and CRV values used to calculate the condition index value for the FRPP
- For a completely new asset, enter zero

**Department of the Interior**
- December 2007

## FCI-Projected

- Subtract the amount of DM eliminated by the project and calculate the FCI
- For a new asset, enter zero

**Department of the Interior**
- December 2007

## Project Description

- Clearly and concisely:
- Define the asset or collection of infrastructure covered by the project
- Be Specific
- Describe the problem being addressed and the objective of the project
- Be Specific
- Describe the work to be performed by the project
- Be Specific

**Department of the Interior**
- December 2007

## Project Description

- Explain how the work will alleviate the problem or accomplish project goals
- Describe the reason(s) the project is needed and beneficial to the bureau/DOI/Federal Government
- The project description must support the distribution of work in the “Ranking Categories” section

**Department of the Interior**
- December 2007

## Project Need/Benefit

- Clearly and concisely:
- State how the problem impacts asset performance and mission attainment
- Provide detailed specificity to clearly illustrate the benefits of the project
- Use the words “health and safety”, “resource protection”, “mission” in the text as appropriate

**Department of the Interior**
- December 2007

## Project Need/Benefit 

- Describe how the project supports specific DOI or bureau GPRA measures and performance goals
- Describe the benefit to employees, the public, bureau mission attainment, as appropriate
- Ensure the “Project Need” statement and distribution of work among the “Ranking Categories” are in agreement

**Department of the Interior**
- December 2007

## Project Need/Benefit 

- Do not describe the health and safety benefit of a project and then assign 100% to resource or mission ranking categories
- Proofread text for clarity and grammar
- A poorly written PDS is viewed in a bad light

**Department of the Interior**
- December 2007

## Ranking Categories

- Be sure the “Project Description” and “Project Need” statements support distribution among the ranking factors
- Use the examples on pages 9-11 of Attachment G to assign percentages
- Round percentages to whole numbers!

**Department of the Interior**
- December 2007

## Revision Statement

- Only use the field for PDS that have been DOI approved in a _previous year_ and then been subsequently revised
- Enter the date the revision statement was written
- This will help clarify when the project was revised

**Department of the Interior**
- December 2007

## Capital Asset Planning

- The intent of this field is to document whether an Exhibit 300 must be sent to OMB
- Enter “Yes” if the total estimated cost is greater than $10 million
- Enter “No” for any project below that amount
- If the entry is “Yes” simply delete the word “No” and vice versa

**Department of the Interior**
- December 2007

## Project Cost Estimate (This PDS)

- Only display the funds being requested by the PDS
- Do not include previous requests, received appropriations, or future funding
- Split the funding request between DM and CI based upon the ranking category percentages*** ***
- The “Total” must equal the amount of funds requested by the PDS

**Department of the Interior**
- December 2007

## Project Funding History (Entire Project)

- This section displays the entire funding amount to complete the project
- It includes previous funding, current request, and future funding needed to complete project
- “Appropriated to Date”
- Enter funds already provided to the project
- Include the previous year’s funding request even if the appropriation bill has not been signed

**Department of the Interior**
- December 2007

## Project Funding History (Entire Project)

- “Requested in FY ___ Budget”
- Do not use this line!
- Leave it blank
- “Planned Funding in FY__:”
- Enter the funding amount requested by the PDS and the fiscal year of the request

**Department of the Interior**
- December 2007

## Project Funding History (Entire Project)

- “Future Funding to Complete Project”
- Enter the total amount of funding needed to complete the project
- “Total” - Sum all the funding entered in this section of the PDS

**Department of the Interior**
- December 2007

## Class of Estimate

- Indicate the class of estimate
- Delete the letters that do not apply - only the desired letter should appear on the form
- See definitions in Exhibit 2b
- “Estimate Good Until”  - enter the date when the estimate must be revised to account for inflation

**Department of the Interior**
- December 2007

## Dates

- Provide the best estimate of construction award date and project completion
- Note the format is quarter/year
- These fields must be completed

**Department of the Interior**
- December 2007

## Project Data Sheet

- Enter the date the PDS was prepared or the last time it was updated

**Department of the Interior**
- December 2007

## DOI Approved

- Enter “Yes” when DOI approves the project
- 	After all changes PAM/POB requested have been made
- Until then, enter “No”
- If the entry is “Yes” simply delete the word “No” and vice versa

**Department of the Interior**
- December 2007

## Annual Operation and Maintenance Cost ($s)

- Enter the current O&M cost using FRPP data
- This is critical
- Estimate the projected O&M after the project is complete
- This is an estimate!
- Do not enter text in this field

**Department of the Interior**
- December 2007

## Summary

- Complete all of the data fields on the PDS
- Ensure all data is accurate before submitting
- Write clear, concise, and grammatically correct sentences
- Use the standard format; do not modify the format of Exhibit 2a in Attachment G

**Department of the Interior**
- December 2007

## Contacts

- PAM – Bill Hamele (202) 208-5704
- POB – Rita Jankovich (202) 208-4967
- Attachment G and CPIC Schedule Memo
- http://www.doi.gov/pam/assetmanage.html

**Department of the Interior**
- December 2007