Tips for PMIS Project Descriptions
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The description must be clear enough so that someone unfamiliar with the park can understand the
project. Be specific about facility improvements, products or programs that will be provided. Do not
simply say, “A variety of programs will be provided.”
Use active tense when writing text, e.g., “Rehabilitate 2,800 linear feet of trail and replace 62 water
bars;” not passive tense, e.g. “2,800 linear feet of trail will be rehabilitated and 62 water bars will be
replaced.”
Never use “may” in the PMIS project narrative; that tells reviewers you don’t know your project scope!
Do not write the Description simply as a checklist of work to be done. For Facility projects, remove the
child Work Order numbers and short description initially imported from the PST, after first writing a
Project Description that fully describes the scope of work to be accomplished by the project.
Flesh out the description pre-populated by the PST. Use complete sentences to state what is needed,
where and when it is needed, and how it will be done.
Include quantitative information about the facility, utility or resources (linear feet, size, square footage,
acreage, etc.), and the type of structure, location, date built, dimensions, building materials, wall and
roof characteristics and colors, type of conduit, pipe or cable, etc., as well as any add-ons that may be
included (e.g. solar panel and fan kit, or solar light kit for a vault restroom).
Describe the capacity of the existing and proposed building, utility system, electrical panels, etc.,
including any upsizing.
On roads and trails projects, identify the specific section that is being rehabilitated or reconstructed,
e.g. from milepost 7.1 to milepost 13.5, or junction to junction; identify drainage improvements, square
footage of retaining walls to be rehabilitated, etc.; also list the average daily traffic (ADT).
For site restoration, describe extent of regrading, and whether you are revegetating to a natural or predisturbed condition (quantify the acreage involved for both).
For utility projects, describe whether the utility work will be confined within a building (conduit or pipe
size and length), a utility run to a building (distance, size, etc.), or both.
On roofing projects, identify the existing roof pitch & R-value, and indicate whether the roof pitch will
change or remain the same, and whether the insulation R-value will increase.
Be clear about the type of work to be done (e.g. Demolition, Deferred Maintenance and/or Capital
Improvement), and then make sure that each appropriate Work Type layout is correctly identified in
FMSS Work Orders (reviewers check the PMIS PST Reports function).
Be clear whether labor will be contracted services, seasonal day
labor, term, subject-to-furlough or permanent staff.
Make sure that the PMIS Project Description supports the Work Order coding and/or DOI Ranking
Categories as imported through the PST.
Identify any specific sustainable practices that are claimed.
Identify specific ABAAS accessibility improvements that are claimed.
Describe project duration, timing (and phasing if applicable).
Do not list Asset #, API, FCI-Before and/or FCI-Projected in the Project Description to avoid a potential
discrepancy with data imported from FMSS into the PMIS Project Data Sheet report.
Text must be in sentence case, not all capital letter format.
Spell out abbreviations such as linear feet (LF) and square feet (SF) the first time they are used.
Spell out acronyms such as Comprehensive Interpretive Plan (CIP) the first time they are used.
The project scope must be realistic.
All Recreation Fee projects must describe a direct visitor benefit. Fee projects should enhance not
simply maintain a visitor facility, or continue a visitor service or program.
Tips for PMIS Project Narratives & Cost Estimates (9/21/2011)
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Tips for PMIS Project Justifications
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The Project Justification is where you “sell your project” by building compelling evidence in favor of its
funding. Remember that reviewers may know nothing about the problem to be solved.
Clearly state why the project is needed and how the problem impacts asset performance and mission
attainment (e.g. the structure may collapse, the campground will close, sewage is contaminating a
river, etc.).
Describe any impacts that have occurred (e.g. sewage spill, seismic damage, power outages, road
accidents, etc.), their size or severity, frequency and duration; also describe any state or court ordered
mitigation actions and time frame.
Describe the difference the project will make by comparing management of the park without the
project vs. with the project completed. How will the park be changed, e.g. visitor benefits, safety
enhancement, resources protected?
Identify other options that were considered, and why they were rejected.
Justify in narrative form any Deferred Maintenance and/or Critical Health & Safety deficiency that is
claimed or shown in the DOI category percentages.
Describe specific code violations; don’t just say “the existing system is not in compliance with codes.”
If a historical structure is involved, identify its significance in the PMIS Justification.
If the projected FCI at the end of the project will still be serious (> 0.150), identify how the remaining
DM deficiencies will be addressed.
Identify when the action was last performed (if applicable).
Identify the projected life of the repairs, of a new facility, etc. based on historical park data and industry
standards.
Identify who will benefit from the project (e.g. visitors, researchers, and/or park staff).
Identify current Operations & Maintenance costs using Federal Real Property Program (FRPP) data, and
estimate projected O&M after the work is completed to document any tangible operational savings
that will be achieved.
Do not list Asset #, API, FCI-Before and/or FCI-Projected in the Project Justification to avoid a potential
discrepancy with data imported from FMSS into the PMIS Project Data Sheet report.
All projects submitted for funding through the Recreation Fee Program must meet one or more of the 5
criteria listed under the 3 new Recreation Fee Program expenditure goals of Stewardship, Relevancy or
Education. Projects will be evaluated based on how effectively they address one or more of the 5
criteria in the 3 new Recreation Fee Program expenditure goals in the PMIS Justification.
Tips for PMIS Project Measurable Results
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Measurable Results are performance measures: data must be tangible and quantified. Reviewers
expect you to document a positive value achieved commensurate with the project $$ invested.
 Describe asset, feature or resource condition change achieved or new asset produced.
 Do not list Asset #, API, FCI-Before and/or FCI-Projected in the Project Measurable Results to avoid a
potential discrepancy with data imported from FMSS into the PMIS Project Data Sheet report.
 Describe how operational efficiency is enhanced, and quantify operational and maintenance (O&M)
dollar savings achieved.
 Document additional revenue generated, additional visitors contacted or new school programs given
over the existing baseline.
 The most common mistake is to use generalities rather than specifics.
Tips for PMIS Project Narratives & Cost Estimates (9/21/2011)
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All Recreation Fee projects must have a direct visitor connection. That has been defined to mean that
upon completion of the project, visitors can see, hear, touch or otherwise perceive a tangible positive
change in asset or resource condition, or service provided. The visitor benefits achieved must be
tangible & quantified.
The FLREA law will sunset on December 8, 2014. To maximize chances for renewal of Fee legislation, it
is paramount that every funded Fee project has a clear direct visitor connection and quantifies the % or
numbers of park visitors who will benefit annually from the project.
The DOI & Congress are watching NPS Recreation Fee project obligations very carefully to ensure that
the Fee funds really are needed, and are being expended appropriately. Projects that appear to divert
Fee revenue to base operations will not be approved or funded from Recreation Fee funds.
Tips for PMIS Component Descriptions
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For projects with a single component, the component description should be an abbreviated version of
the Project Description.
Briefly document what is needed, and where and when it is needed; include pertinent quantitative
information about the facility or resources (linear feet, size, square footage, acreage, etc.), as well as
the type of structure, location, age, dimensions, building materials, etc.
For projects with multiple components (e.g. Compliance and Design is planned for Year 1, Construction
or Exhibit Fabrication for Year 2, and Exhibit Installation for Year 3), each Component Description must
clearly describe the work specific to that component to distinguish the phases of requested work.
Use active tense, not passive tense when writing text, and be concise since the field size is limited.
Text must be in sentence case; not in all capital letters.
You may use abbreviations such as LF and SF if they were spelled out in the Project Description.
Acronyms (CIP, LRIP) and park alpha codes may be used provided they were spelled out in the Project
Description.
Space permitting, in Facility projects only, at the end of the component description retain the
statement imported from FMSS through the PST that reads, “This component represents work covered
by child work orders of FMSS Parent WO 6977924 with target start dates in FY2011” (WO number and
FY will vary).
Do not list Asset #, API or FCI values in any Component Description.
Tips for PMIS Cost Estimates
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For all projects, edit the PMIS auto-generated add-ons as needed by increasing, decreasing or zeroing
out the compliance, pre-design, final design, supplement services, project management and
contingency add-on percentages (whole percentage values only). Typically project management and
contingency add-on percentages will apply to Non-Facility projects.
For all Non-Facility projects, a single Lump Sum cost estimate is not acceptable: labor, materials &
supplies, contracted services, etc. all must be identified in sufficient detail so that reviewers will be
convinced the estimate is well thought out.
For all Facility projects, make sure that the PMIS component Cost Estimate correctly reflects Labor,
Material, Equipment/Tool and Services costs as described in the Project and Component narratives. If
not, correct Work Order data using the PMIS Request PST Edit process.
Tips for PMIS Project Narratives & Cost Estimates (9/21/2011)
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