B Asset Evaluation

Transcription

1 B Asset Evaluatin Prcess Owner Team, Lead: Shawn Hynes (NAVFAC HQ) Nte, this PDF is fr training purpses nly. Nne f the links within this dcument functin. Prcess Step Assciated Prcedure Resurces Perfrm Pre- Field Tasks This Business Management System (BMS) prcess applies t facilities (buildings, structures and relcatables (Asset Management Bulletin Inventry Reprting f Relcatable Buildings)) with the exceptin f Family Husing assets. Public Wrks Department (PWD) Planner: Planner at the installatin wh initiates the Asset Evaluatin (AE) effrt and is respnsible t ensure all AE tasks are cmpleted by the AE team. Asset Evaluatin (AE) Team: The AE team is nrmally cmpsed f facility Planners and Real Prperty Accuntable Officers (RPAOs) r Real Prperty Officers (RPOs) and PWD Facilities Management Specialists (FMS), but can include members frm ther grups such as Real Estate, GeReadiness Centers (GRCs)/Gespatial Infrmatin & Services (GI&S), Envirnmental, Utilities and ther subject matter experts (SMEs) as required. One mnth (suggested as a minimum timeframe) prir t scheduled AE, update PWD Planner: Ntify applicable parties at activity, PWD and tenant cmmands f upcming AE update and request Pints f Cntact (POC), which shuld include the facility users and SMEs, such as representatives frm safety, security, fire, PWD FMS, and real estate. Begin gathering the fllwing data: Shre Facilities Planning System (SFPS) Guidebk. NAVFAC P-78 fr an explanatin f the internet Navy Facility Assets Data Stre (infads) system mdules and the assciated data elements (DEs) fr each mdule. Installatin Maps frm GRC. Previusly cmpleted AE supprting Asset Management Bulletin N , Amendment 1, Inventry Reprting f Relcatable Buildings, 10 March 2016 SFPS Guidebk, 9 Octber 2009 NAVFAC P-78 Real Prperty Inventry (RPI) Prcedures Manual, July 2012 Asset Evaluatin (Physical Inventry) Prcess Cnsistency Guide fr USMC Facilities SPIDERS 3D User Guide Asset Management Bulletin, Issue N , SPIDERS 3D Scene Visualizatin and Enterprise Cllabratin Capability, 09 Mar 2015 Categry Cde Reprt User Guide (generated frm the infads Categry Cdes Mdule) UFC Architecture, 28 Nvember 2011 Change 2, 1 March 2016 Facility Measurement Guidance, Versin 1.0, Sep 2016 Asset Management Bulletin N , Unified Facilities Criteria , Architecture, 28 Nvember 2011, 27 Aug 2014 Functinal/Cnfiguratin B Asset Evaluatin Page 1 f 8

2 Prcess Step Assciated Prcedure Resurces data (use Asset Evaluatin (Physical Inventry) Prcess Cnsistency Guide fr USMC Facilities). Flr plans and drawings f facilities t be evaluated. Use Cmputer Aided-Design (CAD) drawings if available, if nt, use line drawings. Waterfrnt facilities - If applicable, review existing waterfrnt asset data (cmpnents, cnfiguratins, capacities, cnditins, phtgraphs and drawings) cntained in Specialized Infrastructure Data Enterprise Reprting System (SPIDERS). Additinally, SPIDERS 3D can be utilized t prvide visual references and enhance understanding f specific exterir cnditins r cnfiguratins where deficiencies by severity ccur that therwise may nt be identified when using single line drawings. SPIDERS 3D can als be used t enhance the gespatial understanding f assets, infrastructure and facilities during preparatin f AEs. Categry Cde Reprt frm infads. Guidance n hw t accurately measure a facility: Unified Facilities Criteria (UFC) Architecture. Facility Measurement Guidance. Asset Management Bulletin Issue N , UFC Architecture, 28 Nv Previusly cmpleted Basic Facilities Requirements (BFR) dcumentatin (if AEs and BFRs are cnducted at the same time). Cnstraint Maps (Explsive Safety Quantity Distance (ESQD) arcs, Air Installatin Cmpatible Use Zne (AICUZ), Integrated Natural and Deficiency Cde Definitins, Versin 8.4, 2 July 2009 UFC N (frmerly P-80) Operatinal Status Cde Flwchart, Jun 2015 Navy (Planner) Enterprise Guidebk, September 2016 AE Wrksheet - Sample Asset Evaluatin Reprt (AER) - Sample Prperty Recrd - Sample FRAME Prcedures FRAME Prperty Recrd, Marked-up - Sample B Asset Evaluatin Page 2 f 8

3 Prcess Step Assciated Prcedure Resurces Cultural Resurces Management Plan, and existing list f restrictins frm infads (Physical Tab)). Relevant Natinal Envirnmental Plicy Act (NEPA) dcuments (r fr OCONUS cmpliance with final gverning dcuments) that prvide ther restrictin infrmatin. Functinal/Cnfiguratin Deficiency Cde Definitins. Real Estate Agreements. Anti-Terrrism Frce Prtectin (AT/FP) Assessments. Installatin Safety and Security Office Reprts, i.e., fire prtectin, seismic, Occupatinal Safety and Health Administratin (OSHA), zne inspectin, Base Security, etc. Run an Activity General Infrmatin (AGI) Reprt frm the Planning Mdule in infads, this will prvide a list f user Unit Identificatin Cdes (UICs). Demlitin List. Unified Facilities Criteria (UFC) N (frmerly P-80) Facility/Planning Criteria fr Navy/Marine Crps Shre Installatins. Operatinal Status Cde (OSC) Flwchart. Military Cnstructin (MILCON) and Special Prject Integrated Pririty List (IPL). Navy (Planner) Enterprise Guidebk. AE Wrksheet r similar supprting dcumentatin required. Tw weeks prir t the AE update: Verify and update list f facilities t be evaluated. Make cntact and set up meetings with all designated POCs. B Asset Evaluatin Page 3 f 8

4 Prcess Step Assciated Prcedure Resurces Crdinate access t restricted areas, pht clearances and camera passes. Print ut the Asset Evaluatin Reprt (AER) frm infads in the Planning Mdule (Reprts Tab) fr all real prperties t be evaluated. As an ptin, Prperty Recrds (PRs) fr individual real prperties can als be printed ut. If using the Facility Requirements Asset Management Engine (FRAME) tl, review the mst current prcedures and crdinate with PWD Planner/RPAO (if applicable) a date t dwnlad FRAME data frm infads. If mdificatins are required, PWD Planner shuld prvide necessary changes t incrprate FRAME. Dwnlad FRAME data and prepare database Execute Fieldwrk PWD Planner: In-brief PWD (as necessary). Begin facility inspectins/walkthrughs with POCs, using PRs, phts, and flr plans t recrd ntes. The AE Functinal/Cnfiguratin Deficiency Cde Definitins and SFPS Guidebk prvide a descriptin f deficiency cdes required t be evaluated during an AE. Severity ratings f deficiency range frm 1-4, 1 being minr and 4 being the mst severe. If there are severity ratings f 3 r 4, btain supprting dcumentatin frm SMEs as applicable (seismic, OSHA, ATFP, Fire Department, Envirnmental, PW Hazardus Material/Waste Handling and/r Safety Office) justifying the severity rating. Include descriptin/explanatin fr cnfiguratin deficiency cdes fund. Take phtgraph(s) f the facility if there is n pht currently in infads, r the existing pht in infads des nt accurately depict the facility appearance. Phtgraph(s) shuld include facility number and main entrance. AE Data Element Respnsibilities and Descriptin Table, Versin 1.0, Jan 2016 Prperty Recrd, Marked-up - Sample B Asset Evaluatin Page 4 f 8

5 Prcess Step Assciated Prcedure Resurces Evaluate facilities and ensure data elements fr the real prperty are crrect. The AE Data Element Respnsibilities and Descriptin Table describes the attributes f a real prperty facility that must be validated. Fr facilities requiring an update f layuts r drawings, take field measurements t cnfirm r crrect all utilizatin(s) and all deficiency levels invlved. Field validate all units f measure (UM) linked t an asset. Fr example, validate bth UMs assciated with an enlisted dining facility (Categry Cde 72210): persn (primary UM) and square feet (DOD UM). Keep in mind that there are sme categry cdes that have a primary unit f measure (PUM) that d nt equal the DOD Facility Analysis Categry (FAC) unit f measure. In thse cases, bth units f measure must be included when cnducting an AE. Mark-up the PRs r AERs and flr plans. Identify any errrs n the data elements identified in the AE Data Element Respnsibilities and Descriptin Table Perfrm Pst- Fieldwrk PWD Planner: Fllwing the fieldwrk: Cllect additinal data and/r supprting dcumentatin that was nt cllected during the fieldwrk. Prepare a list f facilities that have changed in size (include additins and expansins) and/r resulted in majr imprvements t crrect varius facilities deficiencies. In accrdance with the Financial Imprvement and Audit Readiness (FIAR) prcess, wrk with the AE team t research the financial infrmatin. Prepare an AE Data Packet. This packet needs t include: AE Data Packet - Sample Facility Calculatin Breakdwn Guide, Versin 1.0, Jan 2016 AE Certificatin Cver Sheet, Versin 1.0, Jan Sample B Asset Evaluatin Page 5 f 8

6 Prcess Step Assciated Prcedure Resurces Phtgraph(s) f the facility(ies). Marked-up PRs r AERs (red-lined) t shw changes. The marked-up dcument must be in pdf frmat fr uplad t infads. Fr a facility that has area measured in square feet r square yards (whether as primary, alternate, r ther unit f measure), update drawing (r sketch if drawing is nt available) fr facility using the apprpriate unit f measure. All drawings need t include the fllwing details: Tenant UICs, their assciated CCNs and the assciated area(s) ccupied. Exterir dimensins. Facility number. Installatin name and UIC. Site name (special planning area r main site. AE Evaluatr name, phne number and address. Date f AE (date f physical inspectin). Apprpriate POC(s), (s) and phne number(s) fr the facility. Supprting dcumentatin fr cnfiguratin severity ratings f 3 r 4. Facility Calculatin Breakdwn Guide that shws hw spaces were cmputed fr all utilizatin(s) and fr different levels f cnfiguratin deficiencies (if any): Fr single utilizatin Facilities (ne user and ne categry cde), Facility Calculatin Breakdwn sheet is nt required, except t shw the areas fr cnfiguratin deficiencies. B Asset Evaluatin Page 6 f 8

7 Prcess Step Assciated Prcedure Resurces RPAO: Fr multi-use facilities (i.e., either multiple users r multiple categry cdes), attach Facility Calculatin Breakdwn sheet that shws hw spaces were calculated and cmmn spaces were allcated. Use f the Facility Requirements and Asset Management Engine (FRAME) tl is an ptin fr entry int infads. If using FRAME, fllw the FRAME prcedures. Prepare a list f facilities that must be added t r deleted frm the Real Prperty Inventry (RPI). Turn infrmatin ver t the Real Prperty Accuntable Officer (RPAO). Prvide the AE Data Packet t the RPAO fr additinal verificatin. Verify RPAO respnsible data fields identified in the AE Data Element Respnsibilities and Descriptin Table. Take actin t crrect any facility adds r deletes frm the Real Prperty Inventry t include uplading supprting dcumentatin in cmpliance with Financial Imprvement and Audit Readiness (FIAR) prcedures. Make crrectins as necessary in infads t asset data. Infrm Planner crrectins/updates have been made. Return the data packet t the Planner. Run Real Prperty Inventry Requirements (RPIR) errr reprt t verify that n errrs were caused as a result f changes made t infads data. PWD Planner: Out-brief the activity/regin/public Wrks Department (PWD) at the installatin, findings f the AE effrt and address review cmments. Sign and date AE Certificatin Cver Sheet. If wrk is cmpleted by smene ther than B Asset Evaluatin Page 7 f 8

8 Prcess Step Assciated Prcedure Resurces GRC: the PWD Planner, tw signatures are required; ne frm the Evaluatr cmpleting the wrk and ne frm the Planner certifying the wrk. If the PWD Planner cmpletes the fieldwrk nly his/her signature is required. The same AE Certificatin Cver Sheet can be used fr multiple facilities prvided that the Real Prperty Unique Identifier (RPUID) number f each f the facilities is included. The certificatin sheet must include a digital r wet signature and be in pdf frmat fr uplad t infads. Fllwing the AE effrt, ensure that an AE team member (i.e., Planner, RPAO, r RPO) has upladed entire AE Data Packet int infads in the AE flder in the dcumentatin management tab. Ensure all changes are made t the Facilities Mdule in infads. After cnfirming that all fieldwrk data have been upladed t infads and all RPAO actins have been cmpleted, update the AE Date fr each facility evaluated. AE Date shuld be the date the physical inspectin tk place, nt the date f the data uplad. Run the Facility Planning Dcument (FPD) Planning Actin Reprt in infads (Planning Mdule, Reprts Tab) and de-cnflict planning actins in the FPDs as necessary. Nte discrepancies in maps and flrplans and cmmunicate t RPAO/PWD/GRC fr crrectin as applicable. Make any crrectins t GeReadiness Explrer (GRX) maps as necessary. B Asset Evaluatin Page 8 f 8