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FIMS Data Validations And

Lessons Learned

Phil Dalby, P.E.Office of Engineering and Construction Management

Facilities and Infrastructure TeamFIMS Conference

3 June 2008

Department of Energy

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Agenda

• FIMS • Status of FY 2008 Validations• Assist visits• Plan for FY 2009 validations• Lessons learned

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FIMS

• Reliance on FIMS is increasing– Current user community consists of 500 people

– The user base has increased by 40% over the last 5 years

– We have seen an increased level of interest in FIMS training by management and facilities personnel in the field

• OMB's focus on the PMA has shifted from data completeness to data quality/accuracy– This makes our data validation process all the more important

– We are nearing completion of the second year of validations and have seen significant improvement

– Most sites are now green on status for buildings and real property trailers

– Next year we will begin validating OSF’s

Call the hotline!!

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FIMS Validation Status

• 47 Sites to be validated• 32 Validated• 24 Green/Green• LPSO is lead on multi-program sites

– One scorecard per site

Go’in for Green!Right on!

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Date Scheduled

Date Completed

Score

Golden Field Office National Wind Technology Center 7

Golden Field Office Natl. Renewable Energy Lab.-South Table Mountain 16

2 EM Carlsbad Field Office Waste Isolation Pilot Plant 58 25-27 Mar-08 27-Mar-08 Green/Green

3 EM EM Consolidated Business Center Moab Site 1 21-Jan-08 28-Jan-08 Green/Green

4 EM EM Consolidated Business Center Paducah Gaseous 34 5-7-Feb-08 6-Feb-08 Green/Green

5 EM EM Consolidated Business Center Portsmouth Gaseous 39 25-27 Mar-08 26-Mar-08 Green/Green

6 EM Oak Ridge Office East Tennessee Technology Park 243 5-6 Feb-08 5-Feb-08 Green/Green

7 EM Yes Phil Richland Operations Office Office of River Protection 118 28-Jan-08 31-Jan-08 Green/Green

8 EM Yes Phil Richland Operations Office Richland Operations Office 550 28-Jan-08 31-Jan-08 Green/Green

9 EM Fort Saint Vrain 1-2 Feb-08 2-Feb-08 Green/Green

10 EM Savannah River Site Savannah River Site 630 19-22 Feb-08 22-Feb-08 Green/Green

National Energy Technology Laboratory Albany Research Center 39

National Energy Technology Laboratory Pittsburgh Office 31

National Energy Technology Laboratory Morgantown Office 42

Strategic Petroleum Reserves Bayou Choctaw Facility 30

Strategic Petroleum Reserves Big Hill Facility 44

Strategic Petroleum Reserves Bryan Mound Facility 51

Strategic Petroleum Reserves New Orleans Facility 1

Strategic Petroleum Reserves St. James Facility 19

Strategic Petroleum Reserves Weeks Island Facility 19

Strategic Petroleum Reserves West Hackberry Facility 30

13 FE Naval Petroleum Reserves Naval Pet. Reserve No 3 22 28-Jul-08

Legacy Management Grand Junction, CO, Disposal/Processing Site 2

Legacy Management Piqua, OH Decommissioned Reactor 2

Legacy Management Tuba City, AZ, Disposal Site 2

Legacy Management Weldon Spring, MO, Site 3

Idaho National Lab-Idaho Falls 15

Idaho National Lab-Scoville 498

Fort St. Vrain 216 NE Oak Ridge Office Paducah - USEC 120 10-Mar-08 11-Mar-08 Red/Red

17 NE Oak Ridge Office Portsmouth USEC 110 10-Mar-08 11-Mar-08 Red/Red

Kansas City Site Office Kansas City Plant 38

Kansas City Site Office Kirtland 26

FY 2008 FIMS Data Validation Site Breakdown/Schedule

Initial FY 08 Validation

16-Jun-08

# LPSOOECM Assist Visit

OECM Rep

Field Office SiteNo. of Bldgs & Trls

Idaho Operations Office

Yes

NE15

NNSA18

Gary

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Yes

Red/Green

31-Jan-08

27-Feb-08

Red/Green

EE1

LM14 Yes

Yes

Yes

11 FE

Green/Green

Phil

FE

24-25-Jun-08

30-31 Jan-08

Peter

Nestor

26-27 Feb-08

9-Jan-08

5-7 May-08

8-9 Jan-08 Red/YellowGary

5-7 May-08

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Date Scheduled

Date Completed

Score

FY 2008 FIMS Data Validation Site Breakdown/Schedule

Initial FY 08 Validation

# LPSOOECM Assist Visit

OECM Rep

Field Office SiteNo. of Bldgs & Trls

Lawrence Livermore Natl Lab Site Office Lawrence Livermore Lab Site 300 109

Lawrence Livermore Natl Lab Site Office Lawrence Livermore National Lab 345

20 NNSA Los Alamos National Lab Site Office Los Alamos National Laboratory 1226 13-Jan-08 16-Jan-08 Green/Green

21 NNSA NNSA Service Center AL Complex - Service Center 29 15-Feb-08 18-Mar-08 Green/Green

22 NNSA Office of Secure Transportation Office of Secure Transportation 35 1-Jun-08

Nevada Site Office Andrews Aft 1

Nevada Site Office Las Vegas 29

Nevada Site Office Nevada Test Site 400

Nevada Site Office Santa Barbara 8

24 NNSA Pantex Site Office Pantex Site Office 631 19-Dec-07 19-Dec-07 Green/Green

Sandia Site Office SNL - California 73

Sandia Site Office SNL - Hawaii 63

Sandia Site Office SNL - Nevada 107

Sandia Site Office SNL - New Mexico 910

Y-12 Site Office The Central Training Facility 11

Y-12 Site Office Y-12 Site Office 375

27 NNSA Pittsburgh Naval Reactors Bettis Atomic Pwr. Lab-Id 23 1-Jun-08

28 NNSA Pittsburgh Naval Reactors Bettis Atomic Pwr. Lab-Pa 43 1-Jun-08

29 NNSA Schenectady Naval Reactors Knolls Atomic-Kesselring 91 1-Jun-08

30 NNSA Schenectady Naval Reactors Knolls Atomic-Niskayuna 87 1-Jun-08

31 RW Yes Gary Office of Civilian Radioactive Waste Mgt Civilian Radioactive Waste Management 28 25-27-Mar-08 27-Mar-08 Red/Yellow

32 SC Chicago Office Ames Lab 12 9-10 Jun-08

33 SC Yes Nestor Chicago Office Argonne Natl Lab-Site D 99 17-18 Jun-08

34 SC Chicago Office Brookhaven National Laboratory 350 26-May-08 26-May-08 Green/Green

35 SC Chicago Office Fermi Natl Accelerator 355 11-12 Jun-08

36 SC Chicago Office Lawrence Berkeley Laboratory 141 23-24 Jun-08

37 SC Chicago Office Notre Dame Radiation Lab 1 21-Jan-08

38 SC Chicago Office Pppl-Forestal Research. Ctr 34 21-23 May-08 16-May-08 Green/Green

39 SC Yes Phil Chicago Office Stanford Linear Accelerator Center 154 1-2 Apr- 08 2-Apr-08 Green/Green

41 SC NNSA Service Center Lovelace Biomedical and Environmental Research Ins 70 23-May-08 22-May-08 Green/Green

42 SC Oak Ridge Office Oak Ridge Institute for Science and Education 13 27-May-08 27-May-08 Green/Green

43 SC Oak Ridge Office Oak Ridge National Laboratory (X-10) 400 28-29 April-08 7-May-08 Green/Green

44 SC Yes Phil Oak Ridge Office Oak Ridge Office 34 17-18 Jan-08 17-Jan-08 Green/Green

45 SC Oak Ridge Office Office of Scientific and Technical Information 1 25-Mar-08 25-Mar-08 Green/Green46 SC Oak Ridge Office Pacific Northwest National Lab 30 25-Mar-08 25-Mar-08 Green/Green47 SC Oak Ridge Office Thomas Jefferson National Accelerator Facility 83 26-Feb-08 28-Feb-08 Green/Green

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14-May-08

30-May-08

15-17 Nov 2007

26 NNSA

NNSA

23

NNSA19

NNSA

Yellow/Green17-Nov-07

Green/Green

13-14 May 08 Green/Green

30-May-08

14-15 May-08 Yellow/Green15-May-08

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Assist Visits

• Eight per year• Try to get to each site every 5 years• Sites that score red visit more frequently• OECM/HQ Program Office do not run validation

– Observe process

– Provide QA

– Provide assistance

• Answer questions

We’re from Washington and we're here to help!

FIMS

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FY 2009 FIMS Validation Plan

• Validate buildings and trailers– One data pull

– One Scorecard

– No change from FY 2008

• Validate OSF’s on a separate scorecard– Data pull using sample size chart

– Separate scorecard for OSF’s

“Where’d you get this plan”… Washington!

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EM’s Experience Validating OSF’s

Getting to Green without Seeing Red

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OSF Validation

• EM administratively validated OSFs in the 2007 and 2008 validation cycles.– Used similar procedures as used for buildings and

trailers as much as possible

– Validated similar elements as those done for buildings

– 2007 results were as expected – RED

• Missing documentation

• Poor integration of documentation with FIMS

– 2008 started turning green

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OSF Validation

• Lessons Learned– OSFs can be hard to define

• Document what is in the OSF• Document inspections

– OSFs can be hard to find– Pre-validation checks

• Be sure Red means there is a problem and not just an omission

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OSF Validation

• Lessons Learned (continued)– Key places to review

• Usage Code– Drives UOM. If you change the code be sure the new UOM

quantity is reasonable. Document your decisions.

• Quantity– Sanity check

• RPV– Sanity check. Just about any number is a good number as

long as you know why you have it. Get engineering to sign off.

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OSF Validation

• Interpretation of Results

– OSFs do not always present results like Buildings and Trailers

– OSFs will not add up or roll up because there is no common UOM, even within usage codes• An each is not an each, LF of pipe is not a LF of

pipe– Comparing RPV can be meaningless– Comparing DM can be meaningless

• DM using industry metrics?– ACI does not apply to OSFs

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OSF Validation

• Concerns– RPV is not supported by models

• Reasonableness test

• Flag outliers for further review

– Usage Codes

• UOM are not always descriptive

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Lessons Learned

• Complete Source Documentation Worksheet– Streamlines process– Provides contact information to subject matter experts

(SME)

• Develop source documentation notebook– Tab for each data element– Signed Memo, dated, clarifying process for obtaining

source data by SME– Be prepared to go into detail on how you arrived at the

values for the source data.

FIMS

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• Questions?