Federal Real Property
Information Application
User Manual
Dan LeMay
Federal Real Property
Reporting Manager
National Park Service
Ernestine Armstrong
Property Management
Team Leader
National Park Service
October 2009
Completed in accordance with Sub Agreement J2420090105 of the National Park ServiceIndiana University Cooperative Agreement CA H2420060015
Steve Wolter
Executive Director
Christy
McCormick
Project Team
Acknowledgements
Contributing National Park Service Staff
Betsy Dodson
Tree Gottshall
Dan LeMay
Cindy Lucier
Joan Metcalf
Thaddeus McKoy
Jeri Mihalic
Lisa Daffin
David Wooden
Contributing Eppley Institute Staff
Matthew Berry
Christy McCormick
Andrea Mercatante
Allene Lowrey
Other Contributors, Booz Allen Hamilton
An Vo
Jessica Williams
This document may not be duplicated without the permission of the Eppley Institute for Parks and
Public Lands, acting on behalf of Indiana University. The National Park Service and federal
agencies may duplicate it for training and administrative purposes, provided that appropriate
written acknowledgement is given. No other state or local agency, university, contractor, or
individual shall duplicate the document without the permission of Indiana University.
Copyright 2009, the Trustees of Indiana University
on behalf of the Eppley Institute for Parks and Public Lands
Table of Contents
Table of Contents.................................................................................................. 3
INTRODUCTION .................................................................................................. 1
Purpose ............................................................................................................. 1
Objectives ......................................................................................................... 2
Benefits and Limitations of the FRP Information Application ............................. 2
Federal Real Property Background ....................................................................... 4
Background and Executive Order 13327........................................................... 4
Federal Real Property Information Application .................................................. 7
Quick User Guide.................................................................................................. 9
Purpose and Use............................................................................................... 9
Basics of FMSS Navigation ............................................................................. 17
Using the FMSS and the FRP Information Application .................................... 20
Data Integrity ................................................................................................... 24
APPENDICES ..................................................................................................... 26
APPENDIX A: FRP Information Application Field Names, Data Correlation and
Default Values ................................................................................................ 27
APPENDIX B: Creating a New FMSS Account ................................................... 31
APPENDIX C: DOI Code List .............................................................................. 32
APPENDIX D: Units of Measure ......................................................................... 38
APPENDIX E: Frequently Asked Questions ....................................................... 39
APPENDIX F: Installation Data File .................................................................... 43
APPENDIX G: FRP Information application Field Descriptions .......................... 45
APPENDIX H: Additional Data Considerations ................................................... 51
APPENDIX I: Restrictions Categories & Codes .................................................. 52
APPENDIX J: Utilization Reporting ..................................................................... 54
APPENDIX K: Index of Acronyms ....................................................................... 57
APPENDIX L: Glossary of Terms........................................................................ 59
APPENDIX M: Additional On-Line Resources .................................................... 63
Federal Real Property Information Application User Manual
INTRODUCTION
The National Park Service (NPS), along with all other federal agencies, has a
responsibility to ensure that all property entrusted to the federal government is
well managed, wisely used, and used to achieve the desired results.
In February 2004, Executive Order (EO) 13327 was signed. This Executive Order
requires federal bureaus to promote efficient and economical life cycle
management practices and proper use of federal real property assets, while
emphasizing disposal of unneeded assets. To meet these goals, an Agency
Senior Real Property Officer (SRPO) and the Federal Real Property Council
(FRPC) were created. EO 13327 also directs agencies to develop asset
management plans and performance measures, as well as to establish a
government-wide real property inventory database.
To comply with EO 13327, each federal agency, including the Department of the
Interior (DOI), continues to work to align its large and diverse real property
programs to meet the requirements as stipulated in the Executive Order. EO
13327 aims “to promote the efficient and economical use of Federal real property
resources in accordance with their value as national assets and in the best
interests of the Nation.”
NPS reported federal real property data to the Federal Real Property Profile
(FRPP) for the first time for FY 2005 end-of-year reporting using data from the
NPS Facility Management Software System (FMSS). The Federal Real Property
(FRP) Information application was created in the FMSS to identify and capture
the required data elements for the parks so that they could update, validate, and
certify federal real property constructed asset1 data accurately in the FMSS. This
manual is intended to aid NPS employees in effectively and accurately reporting
asset information in the FMSS FRP Information application.
In 2006, Director’s Order (DO) #80: Real Property Asset Management was
issued. DO #80 incorporates EO 13327 (in Section 3.6) as well as other relevant
laws and policies and is intended “to improve the internal management and
operations of the NPS.”
Purpose
This user manual is intended to serve as a guide and reference for all NPS
employees who are responsible for managing NPS facilities. This user manual
focuses on the tasks needed to accurately enter asset information in the Federal
Real Property (FRP) Information application in the FMSS. This user manual is
divided into three primary sections followed by appendices and additional
resources; these sections include the following:
Regarding terminology, the constructed infrastructure is referred to as ‘assets’; each asset is
recorded in the FMSS as a ‘location record’.
1
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Federal Real Property Information Application User Manual
1. Introduction
2. Federal Real Property Background
3. Quick User Guide for the Federal Real Property Information Application
4. Appendices
Objectives
After reviewing the user manual, users should be able to do the following:
• Understand that federal real property reporting by the NPS is being
conducted in response to EO 13327.
• Describe the federal real property reporting process and understand how
the FRP Information application looks and functions.
• Update, validate, and certify the park assets (and their associated location
records) for which they are responsible.
• Generate and apply relevant reports.
• Explain who needs to be involved in the review and validation of federal
real property, including Administration and Facility Management.
It is important that all data entered into the FMSS is accurate. There have been
changes in reporting requirements for FY2009 reporting. This manual provides
users with the information needed to correctly report on FRP data in FMSS.
Throughout this user manual, you will notice the occasional appearance of the
following icons. They mark notes, terms, and instructions and help to clarify
important points.
The computer monitor icon highlights keystrokes needed to input data
into the FMSS.
The wrench indicates useful tools or tips that can be used within the
software, including shortcuts or time-saving methods that can be used in
FMSS.
The caution sign indicates that you should be careful to pay particular
attention to a specific aspect of the content, as it will have an increased
impact on your success.
This symbol designates a listing of the key terms or ideas to look for as
you review the handbook content. The key terms will be easily identified
by the key symbol in the left margin.
The globe with the mouse icon identifies Internet sites where you can find
more information.
Benefits and Limitations of the FRP Information Application
The FRP Information application exists to allow users to maintain the federal real
property data in the FMSS and to allow parks and NPS real property managers
to easily review, manage, and update federal real property data in the FMSS.
This application houses the FRP specific data and some other related data. The
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Federal Real Property Information Application User Manual
Location application in the FMSS also contains several data fields used in FRP
reporting. All FRP data information is available through reports.
Additional benefits of the FRP Information application are that it accomplishes
the following:
• Provides a single point of reference for federal real property data;
• Allows FMSS users to query asset and federal real property information
easily;
• Allows for easier reporting; and,
• Reduces chance of error due to federal real property data residing within
the FMSS during the reviewing and updating processes.
NOTE: This manual and supporting documentation is posted on InsideNPS at
http://inside.nps.gov/waso/custommenu.cfm?lv=4&prg=190&id=3893.
There are documents that may have more up to date information to support the
FRP reporting requirements and processes. Check under the sub-header of
‘Documents’ on this page.
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Federal Real Property Background
Background and Executive Order 13327
The need for effective and efficient federal property management is self-evident.
The Department of the Interior (DOI) manages approximately 180,000
constructed assets; 445,000,000 acres of surface land; 700,000,000 acres of
mineral estate; 10,000 Government quarters; 37,000 owned and/or leased fleet
vehicles; and approximately 60,000 permanent, 18,000 temporary, and 200,000
volunteer personnel resources. The NPS is responsible for a significant portion of
these. Reporting the condition and disposition of these assets is a daunting yet
invaluable task.
To comply with Executive Order (EO) 13327, each federal agency, including the
DOI, continues to align their large and diverse real property programs to meet the
requirements set out in the EO and by the Federal Real Property Council
(FRPC).
EO 13327 prescribes specific requirements for asset management at the
constructed-asset level. To meet the requirements of this EO the NPS must
accomplish the following:
• Identify and categorize all real property owned, leased, or otherwise
managed by the agency;
• Prioritize actions to be taken to improve the operational and financial
management of the agency’s real property inventory;
• Make lifecycle cost estimations associated with the prioritized actions;
• Identify legislative authorities that are required to address these priorities;
• Identify and pursue goals, with appropriate deadlines, consistent with and
supportive of the agency’s Asset Management Plan and measure
progress against such goals;
• Incorporate planning and management requirements for historic property
under EO 13287 (March 3, 2003) and for environmental management
under EO 13148 (April 21, 2000); and,
• Identify any other information and pursue any other actions necessary to
the appropriate development and implementation of the agency Asset
Management Plan.
According to EO 13327 and DOI guidelines, the NPS must report federal real
property assets at the constructed-asset level. Twenty-five primary data
elements, plus additional sub-elements, have been identified by the FRPC to be
reported to the General Services Administration (GSA) through the Federal Real
Property Profile (FRPP) system.
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The primary data elements are listed below:
1. Real Property Type
2. Real Property Use
3. Legal Interest
4. Status
5. Historical Status
6. Reporting Agency
7. Using Organization
8. Size
9. Utilization (Performance Measure 1)
10. Value
11. Condition Index (Performance Measure 2)
12. Mission Dependency (Performance Measure 3)
13. Annual Operating Costs (Performance Measure 4)
14. Main Location
15. Real Property Unique Identifier
16. City
17. State
18. Country
19. County
20. Congressional District
21. Zip Code
22. Installation/Sub-installation Identifier
23. Restrictions
24. Disposition
25. Sustainability
These data elements, in addition to numerous other supporting data fields, are
captured in the FMSS, which serves as the NPS’s primary federal real property
database and work management system. The FMSS was selected to house and
report all park-constructed asset data to the GSA’s FRPP system. All parks must
periodically review and annually certify that their assets are reported in the FMSS
at the constructed-asset level. To meet this requirement, the asset’s Location
record number, Park Alpha Code (Installation ID), and Sub-installation ID, as well
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Federal Real Property Information Application User Manual
as other unique attributes recorded in the FRP Information application, will be
reviewed, updated (as required), and certified by all parks.
For federal real property reporting in the FMSS, the parks should
regularly (i.e., every quarter) update the data in the following:
• Location record
• FRP Information application
• Installation Data File
It is important to understand that under EO 13327 (and DO #80) the NPS is
specifically exempted from the requirement to report park lands as assets. EO
13327 states that “public domain land...or land reserved or dedicated for national
park purposes, except for improvements to those lands” is excluded from being
reported; reporting is optional. The NPS elects not to report its land assets to
FRPP. All other constructed assets must be reported to the FRPP as buildings or
structures in accordance with the approved DOI Code list (see Appendix C).
Assets falling under the category of Maintained Landscapes are reported as they
refer to improvements made upon the land as opposed to the underlying base
acreage that is not specifically managed for a certain purpose.
Four of the 25 data elements are considered to be asset performance measures.
These data elements, along with the Disposition data, are the dynamic factors
that should be updated on a quarterly basis. Your efforts to review and validate
federal real property at your park are vital to meeting these reporting
requirements. These performance measures are defined as follows:

Utilization - Performance Measure 1
Parks should capture and maintain utilization for all asset types. For FRP
reporting purposes, only offices, hospitals, warehouses, laboratories, and
housing buildings need to have a utilization value. However, NPS should
report on utilization for all assets because utilization is used to score
projects in the Project Scoping Tool and the Project Management
Information System.

Condition Index - Performance Measure 2
The Condition Index is derived from the Facility Condition Index (FCI) field
on the Location application main screen. Parks should validate and
maintain the accuracy of FCI data by keeping their Deferred Maintenance
and Current Replacement Values up to date.

Mission Dependency - Performance Measure 3
The Asset Priority Index (API) field on the Location application main
screen will be the basis for determining the Mission Dependency field,
which is defined as the value an asset brings to achieving the park’s
mission, as determined by the governing agency. The API value ranges
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from zero to one hundred (Figure 1). The corresponding Mission
Dependency values are as follows:
o Mission Critical records have an API greater than or equal to 75
and a Mission Dependency value equal to 1
o Mission Dependent, Not Critical records have an API between 13
and 74, inclusive, and a Mission Dependency value equal to 2
o Not Mission Dependent records have an API equal to or less than
12 and a Mission Dependency value equal to 3
Asset Priority Index (API)

Annual Operating Costs - Performance Measure 4
To meet this reporting requirement, parks should document actual
operating costs in the FMSS, as well as the preventive maintenance and
recurring maintenance costs associated with each asset. This data is
presently being reported based upon the Optimizer data in the park PAMP
and balanced against pro-rated operations and maintenance costs using
the Primary Work Elements (PWE) and other factors.
High Priority
Assets
Better
Condition
High Priority
Assets
Worse
Condition
Low Priority
Assets
Better
Condition
Low Priority
Assets
Worse
Condition
Mission Critical
API≥75
Mission Dependent,
Not Critical
13≤API≤74
Not Mission Dependent
API≤12
Facility Condition Index (FCI)
FigureMission
1. Mission
Dependency
Performance
Measures
Dependency
Performance
Measures
Federal Real Property Information Application
The FRP Information application resides within the FMSS and the data is
transferred to GSA’s FRPP reporting environment. This allows parks and FRP
managers to review, manage, and update their FRP data in the FMSS and run
reports in the Asset Management Reporting System (AMRS) in order to review
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and validate FRPP data. Additional details on the FRP Information application
are described in the following sections.
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Quick User Guide
Purpose and Use
This guide provides the basic information needed to use the FRP Information
application in the FMSS. In addition, this guide illustrates how to generate and
review audit reports, locate location records, and validate the asset data.
NOTE: Reporting requirements stipulate that all data entered into the FMSS must
be accurate. In particular, some fields in the FRP Information application are
assigned default values (see Appendix A). It is critical that federal real property
managers verify and update this default data for each location record.
If you do not already have an FMSS account, please refer to Appendix
B for instructions on how to obtain a Real Property Level account.
After you have an account, return to this section to continue.
To assist with verifying FRP data a new process has been developed where
users run and export standard audit reports from the AMRS and then compile
them into an Excel workbook that will then sort through the list and remove
duplicate entries so the park users can see all the necessary items to review and
update, all in 1 list. There will still be some stand alone reports such as the
Installation Data Files (IDF) Audit Report.
Access to the AMRS reporting application is available on the same page
as the FMSS access. If you already have access to the FMSS, you will
automatically be given AMRS access. Your NPS Active Directory (AD)
username and password will be used to log on to both FMSS and AMRS;
this is the same username and password you use to log onto your
computer.
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Figure 2. AMRS FRP Audit Folders
There are six primary steps to verifying and correcting data. They are as follows:
1. Access the AMRS, run and save the various audit reports available in the
FRP Audit reports folders under the folder tree as noted above.
2. Run the reports and export them into Excel.
3. Review the results and prepare information to update data directly in the
appropriate FMSS application(s).
4. Review the IDF Audit Report to verify that all counties within your park
have a corresponding Sub-installation ID. Based upon how the FRPP
identifies geo-political entities, it is recommended that parks report cities at
the Sub-installation level rather than counties. It was set at the county
level upon initiation of the program to ease the reporting burden.
5. Contact the FMP Help Desk to add any missing cities or counties to the
IDF Audit Report.
6. Access the FMSS location record(s) and/or the FRP Information record,
and make the necessary changes.
NOTE: When you access a location record and its related FRP Information
record, validate all information, paying special attention to the Sub-installation,
DOI Code, FRP Quantity, FRP Unit of Measure, and Utilization fields, as well as
fields associated with Historic status and Restrictions. Users with access to only
the FRP Information application will be able to make changes in the FRP
Information application but not the Location application. These users will have to
work with their FMSS counterpart to make any changes to the data in the
Location application.
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To access the AMRS and the FMSS, you will need to access the FMSS login
page at the following web address: http://pfmd.nps.gov//fmp/fmss/index.cfm.
You may want to add this page as a “Favorites” in your browser so you
can easily get back to this page when you need to navigate between the
AMRS application and the FMSS.
To access FMSS
To access AMRS
Figure 3. FMSS Logon Page
Accessing the AMRS and the Audit Reports
To access the AMRS, click on “AMRS (a.k.a. Crystal Enterprise)” within the “Log
in to Other Applications:” section (Figure 3).
If you want more information about using the AMRS, follow the link below
and click on “Asset Management Reporting System User Manual”
http://inside.nps.gov/waso/custommenu.cfm?lv=4&prg=193&id=1747
The next screen is a log-on screen. Provide your user name and password and
continue through the folder tree as noted in Figure 2.
To view any of the reports, select the report by clicking on the title and select
View. You will be prompted for various parameter selections. Use the pick lists
(1). Click the “Add” button next to the Discrete Value so that it appears in the
white box below it (2) (Figure 4).
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Figure 4. Entering AMRS Report Parameters
Once you have run the audit reports, you must export the data to Excel 2. You will
have one list of location records that either need data corrected or reviewed to
verify accuracy. Within the exported Excel file, location record data that should
be reviewed and/or corrected will be highlighted. Any modifications to data need
to be made directly in the appropriate FMSS application.
Adjusting column widths in Excel
To view all the data in the Excel spreadsheets, follow the steps below. Screen
shots for Excel versions 2003 and 2007 are shown in Figure 5 and Figure 6,
respectively.
2
It is recommended that users export using the "MS Excel 1997-2000 (Data Only)” format.
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Figure 5. Adjusting column width in MS Excel 2003
Figure 6. Adjusting column width in MS Excel 2007
1. Select the column or columns that you want to change.
2. Select the Format menu.
3. Click the AutoFit Column Width.
Tip: To quickly auto fit all columns on the worksheet, click on the Select All cell,
as shown in Figure 7, and then double-click any boundary between two column
headings.
Figure 7. ‘Select All’ cell in Excel
When running the information reports, review data fields for all asset records;
ensure they are accurate and valid; and note corrections that need to be made in
each record.
From any of these reports, you will need to note the location record number,
along with the corrections needed for each field within that location or FRP Info
record. Corrections in the data fields for each record must be made in the
Location application or the FRP Information application. Several appendices may
be helpful when verifying data for each location.
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
To verify if the DOI Code is correct, refer to Appendix C.

It may also be helpful to review the Frequently Asked Questions in
Appendix E. Many of these questions refer to data field entries and the
validation process.

Appendix H provides some additional information on fields that have
cross-references or are related fields
Review the FRP information for all records showing a status of “REMOVED”. The
Disposition fields in the Acquisition/Disposition section of the application must be
completed appropriately for these records to be disposed and moved into the
archive.
Be sure to maintain data in the location record in accordance with the
FMSS business practices because a number of the elements in the
FMSS are used in an automated calculation to provide the appropriate
number in the FRP Information application.
Generating the Installation Data Files (IDF) Audit report
To view the IDF Audit report, select the report by clicking on the title in AMRS
and select View. You will be prompted to enter two parameter selections. Use the
pick lists or type in the region and park in capital letters (Figure 4). You must
export the data to Excel and adjust the column widths so that all the data is
visible (
Figure 8).
Figure 8. Installation Data Files Audit report
Confirm that, at a minimum, all counties that make up your park area are listed
and have accurate information. To fully complete the IDF, Sub-installations need
to be broken down to the city level. If any changes to the IDF are needed, then
they must be requested through the FMP Help Desk prior to any corrections
made in the FMSS.
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For detailed information on the Installation Data Files, see Appendix F.
Once you have completed reviewing these reports and made notes of all
necessary changes for each record, you are now ready to access the FRP
Information application. Before you can access the FRP Information application
you must log in to the FMSS. To do this, return to the FMSS Login page at:
http://pfmd.nps.gov//fmp/fmss/index.cfm. This is the same page from which you
accessed the AMRS (Figure 3).
Once in this main access page, select “FMSS Maximo 6” on the center-left of
your screen under the FMSS Databases header (Figure 3). You will then see a
list of options to log into the FMSS (Figure 9). The web version (Figure 10)
access and Citrix version (Figure 11) access are shown below.
Figure 9. FMSS log-in options
Figure 10. FMSS web log-on screen
In the web version of the FMSS, provide your user name and password and click
the “Sign in” button (Figure 10) and you will be in the FMSS.
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Figure 11. FMSS Citrix log-on screen
In the Citrix version of the FMSS, provide your user name and password and
click the “Log in” button (Figure 11).
After you log in, you will be at the FMSS applications page (Figure 12).
Figure 12. Logging into the FMSS
Select FMSSPROD to enter the FMSS. This may be the only choice you have
available in the Applications box.
You are now logged into the FMSS. Before you start, you should review basic
navigation procedures for the FMSS. Learning how to navigate in the FMSS will
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help you to efficiently locate and update asset information. If you are an
experienced FMSS user, you can skip to “Using the FMSS” on page 20.
Basics of FMSS Navigation
This manual provides only minimal instructions for the use of the
FMSS, which are sufficient for FRP level access but are not
appropriate for higher level access. If you have any questions
regarding the FMSS, please contact the FMP Help Desk at
FMP_Help_Desk@nps.gov.
Accessing the FRP Information application
Once logged into the FMSS, in the upper right corner of your screen find the
and click on it once, select ‘Assets’ and then ‘FRP Information’ on the
drop down from there. Note that your list of choices in these menus may be
slightly different.
Figure 13. Navigating to the FRP Information application
You will then see the ‘List’ tab (screen). From here you can do several things to
query for data, but first let’s talk about types of fields.
Figure 14. The List tab in the FRP Information application
Types of Fields
There are three types of fields in the FMSS. To use the software effectively, it is
important to understand the distinctions between these types.
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Required Fields
These fields are indicated on the screen by a red asterisk (*) beside the field.
Populating required fields is a system rule in the FMSS that is discussed later in
this chapter.
Recommended Fields
Recommended fields are not indicated on the screen, but they will link other NPS
programs to the FMSS and reduce duplicate entries across park unit disciplines.
It is the use of recommended fields that will make database queries more
effective and, ultimately, allow the FMSS to serve as a more expansive
application in park unit management. Additional interfaces include PMIS, LCS,
Project Bridge, and others. It is strongly recommended that these fields be
completed to allow for a smooth transition when this interfacing takes place.
Queries
Queries are extremely helpful in finding existing information. Entering
mismatched parameters as indicated in the FRP reports can speed data review
and updating.
Querying options in the FRP Information application (similar for all
applications) include:



Typing a specific location record number in the ‘Find’ box and pressing the
Enter key.
Entering data in any of the boxes showing on this screen or selecting it
from the value lists by using the
icons.
Click on the
icon to display a larger choice of fields to query
in. Enter data as identified above.
Once a list is showing you can click on a specific record number in the
Location application or in the FRP Information application and then use
the two yellow arrows
to navigate through the records.
Advanced Queries
One way to narrow your search is to use wildcard characters. Wildcards allow
users to search and query when specific records or data is unknown by
substituting a specific character (or characters) for the value that is unknown and
reviewing a set of possible values for selection and use. The two wildcard
characters that you can use in the FMSS are the percent symbol (%) and the
underscore (_). Consider the following examples:
“%” percent sign Takes the place of one character, many characters, or no
characters
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•
•
For example: “smi%” returns a list of all individuals with last names that
start “Smi” as in Smith or Smits
For example: “%X%” (where X is a keyword in the work order description,
such as “roof” in “roof repair” or “road” in “Spring Road Opening”)
“_” underscore Takes the place of one, and only one, character
• For example: “Bldg 1_” returns a list of all buildings with a two-character
designation that begins with 1 (e.g., 1A, 12)
The placement of wildcard characters is important for locating the
information you need. For example, “roof%” will produce results that
include “roof repair,” but “%roof” will not. Other tips that help with queries
and reports include the following:
• You can use the symbols > (Greater than), < (Less than), != (the “!=”
serves as a symbol for “not equal”).
• To search for null values enter: ~null~
• To search for not null values enter: !=~null~
The number of database records that meet the query criteria will be listed
in the light blue bar above the search bar.
System Rules
The system rules for the FMSS identify standardized requirements for how to
operate and use the software. The following system rules must be followed when
working with the FMSS.
• Required Fields are indicated on the screen by a red asterisk (*). These
are the fields needed for accurate reporting and determining records for
user restrictions (for example, a Park Alpha Code is a required field for
every record in the FMSS).
• Gray background and blue text in fields in the FMSS screens indicate that
the fields are read-only and cannot currently be modified by typing in that
field.
• Black text and white background indicates fields that can be modified by
the user.
• Be certain that Quantities match the given Unit of Measure when entering
information into the different FMSS applications.
• Asset codes must be entered so that they are consistent with the WASOapproved list.
• Signature Security must be applied consistently across all park units.
• The only place you can use all uppercase letters is in the Park Alpha Code
field. Use upper and lowercase letters as appropriate in all other fields.
Once you have reviewed basic navigation rules for the FMSS, you are now ready
to locate the assets and their associated location records that you previously
identified as having errors that need correcting in the FRP Information
application. Use the following steps to locate an asset’s location record and enter
the FRP Information application.
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Using the FMSS and the FRP Information Application
Once you are logged into the FMSS, you will need to find a location record.
NOTE: Location records with Asset Codes 0000, 8999, and 9999 will not be
reported to the FRPP and do not require FRP data. Similarly, location records
with a Status of Planned or Not Applicable will also not be reported to the FRPP.
Remember, you are only querying for records that you previously identified
as having an error in one or more of the FRP fields.
Creating a Location record
Given the system maturity, this is a rare event, and should be coordinated with
your FMSS counterpart to create a new location record in the FMSS. A new FRP
record is only created in FRP after a new location record is first saved in the
Location application. Importantly, when these new records are added to the
FMSS, an FRP record is created and partially filled with default field values. A
reference of the default fields and data is included in Appendix A.
The location record number, location description, and Park Alpha Code are
carried over from the Location application to the same fields in the FRP
Information application (Figure 16).
Locating a Location Record
Once logged into the FMSS:
1. Click on the Locations link
on the Start Center or in the
upper right, the ‘Go To’ link >Assets >Locations.
2. Open the location record by typing in the location record number in the
Find field
query method (see p. 16).
and selecting the Enter key or use the
3. Review data for accuracy – API, CRV, Deferred Cost, Unit of Measure and
Quantity.
4. Verify that the Sub-Install ID field is correct.
5. Select the FRP Information application detail menu arrow.
When you have found the location record you are looking for, the arrow
next to the location record number field is the link to the screen titled, “FRP
Information” (Figure 15). This application may also be accessed directly
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from the Start Center if added to your ‘Favorite Applications’ portal or using
the ‘Go To’ link as described above (Step 1).
2. Find Field
5. Select FRP Info.
Application detail
menu
4. Verify Sub-Install ID
Figure 15. Location application with link to FRP Information application
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Figure 16. FRP Information Application Screen
FRP Information application
Figure 16 is a screen shot of what the FRP Information application looks like
currently.
There are four primary sections to this screen:
1. Federal Real Property Information;
2. Geographical Location/GPS Coordinates;
3. Lease Information; and,
4. Acquisition/Disposition Information.
Being familiar with the four sections will make it easier to find the information that
you need. Based on your review of the audit reports you can now make
corrections in the appropriate fields. Before moving on to the next record, be sure
to save your work by clicking the save icon
keyboard.
or pressing Ctrl+Alt+S on your
The appendices to this manual will provide valuable resources, if you have any
questions about which selections are appropriate.
If you have questions about a field, refer to Appendix G: ’FRP
Information application Field Descriptions’ for a complete list.
Note: Locked fields appear in gray. These are fields that you cannot
currently edit or modify.
Depending on how data fields are completed, some of these fields could
become editable. See the document “FRP Application Updates and
Changes” on the FRP page in InsideNPS
(http://inside.nps.gov/waso/custommenu.cfm?lv=4&prg=190&id=3893).
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To open the next record in the FRP Information application, you need to either
clear the screen and type in the record number you want to correct or use the
arrows
to move to a new record.
You will be able to, and should, correct street addresses for individual
assets in the FMSS, but it will not change data in the IDF. Only Subinstallation addresses are listed in the IDF, and they can only be
changed by a request to the FMP Help Desk at
FMP_Help_Desk@nps.gov or 303-969-2609.
Real Property Leases
If you have a lease for real property, contact the FMP Help Desk for guidance on
how to input and treat the lease records in the FMSS.
Disposing of an Asset
The ability to delete an asset has been removed from the FMSS, however, an
asset can be 'processed out' by filling in all the appropriate disposition fields in
the FRP Information application and changing the Asset Status in the Location
application to “Removed”.
Following is a table that shows the available options for this ‘processing out’. It
shows what fields are required for disposing of a record from the FMSS. These
fields all reside in the FRP Information application. For a more complete
description of the whole process associated with disposing of assets see the
document “Checklist to Complete Location Disposition” on the Real Property
Inventory Reporting page on InsideNPS
http://inside.nps.gov/waso/custommenu.cfm?lv=4&prg=190&id=3893.
Disposition program guidance is developed and will be available on the PFMD
website once complete.
Dispositions are reported to GSA’s FRPP database on a quarterly basis. Once
this event occurs, the records that were formally disposed will be archived.
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Disposition Options
Disposition
Method
Public
Benefit
Conveyance
Federal
Transfer
Disposition
Date
Date of
event
Disposition
Value
CRV
Disposition
Net Proceeds
Not Required
Date of
event
CRV
Not Required
Sale
Date of
event
Sales price
Demolition
Date of
event
Date of event
CRV
Sale price
minus costs
incurred
Not Required
Date of event
CRV
Lease
Termination
Other
Disposition
Recipient
Name of organization,
or “Private” if covered
by Privacy Act
Use 4 digit
Agency/Bureau code –
contact Help Desk
Not Required
Not Required
Cost avoidance
minus cost to
the government
Not Required
Not Required
Not Required
Data Integrity
The process described herein will provide the top level of data clean-up. There
are a number of fields that may not have been identified for correction by these
audit reports but may in fact need to be changed because of defaults entered to
meet minimal reporting requirements.
With the new rules that have been put into the FRP Information application, a
number of fields are now linked to each other for reporting purposes. When one
of these fields is changed, it requires an update to these other fields. There is a
document on “FRP application Updates and Changes,” available on the
InsideNPS Real Property Inventory Reporting page that addresses this further.
http://inside.nps.gov/waso/custommenu.cfm?lv=4&prg=190&id=3893
The only way to be absolutely certain all data is correct is to have a person
knowledgeable of the assets review each record in the FRP Information
application. Given the number of assets many parks have, goals should be set
to ensure timely completion.
Any changes to data already in the data fields should be confirmed
with the local Park Account Manager (PAM).
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NOTE: If at any time you make or detect errors in the system, please contact the
FMP Help Desk for corrections or clarifications.
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APPENDICES
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APPENDIX A: FRP Information Application Field
Names, Data Correlation and Default Values
Note that fields with default values are indicated in the right column.
General Information
Location Record Number
Location Description
Remarks
Linked to location record number from
the Location application. Referred to
in the FRPP as the Real Property
Unique Identifier (RPUID).
Linked to Location Record.
Default Value
From the Location
application
From the Location
application
Long Description
This is separate from the Location
application Long Description field
Location Status
This is a mirror of the Location Status
value in the Location application, for
user reference.
Linked to Location application. Linked
to Park Alpha Code.
From the Location
application
FRP Information
DOICODE
Remarks
Combines FRP Property Type and
Use– Match DOICODE to Asset type
and its Predominant Use.
Predominant Use
Identifies the predominant use of the
asset as identified by the DOICODE
Default Value
00000000 for Not
Applicable status,
must update before
changing status
Linked to the DOI
Code-uneditable
FRP Quantity
FRP Unit of Measure
Identify correct FRP quantity (May
need to be converted to match FRP
UM)
Linked to the DOI Code
Historical Status
Identify 1 of 6 choices
Based on the DOI
Code
Not Evaluated (5)
Legal Interest
Enter the asset’s legal interest
Fed Owned
Utilization
Enter the asset’s utilization rate (as
calculated by the park).
Identify if another entity has been
given rights to use/occupy the asset
Select appropriate
Utilized
Park Alpha Code
Rights Outgranted?
Sustainability
Asset Ownership
October 2009
Identify who holds the title to the
facility
From the Location
application
1
N
This is linked to the
DOI Code-its default is
00000000, so this
default is 4-N/A
NPS
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Federal Real Property Information Application User Manual
FRP Information (cont’d)
Remarks
Default Value
Reporting Agency
1417 (National Park
Service)
NPS
Environmental Restriction?
Identify what agency is responsible for
reporting the facility
Identify what entity occupies the
facility
Identify what organization is using the
facility
Derived from the API on the Location
application
Field must be two numbers only / no
state abbreviations can be used for
FRP reporting / i.e. Representatives
At Large = 00
Additional Congressional District (if
applicable) Field must be two
numbers only / no state abbreviations
can be used for FRP reporting
Additional Congressional District (if
applicable) Field must be two
numbers only / no state abbreviations
can be used for FRP reporting
Y or N – See definition in Appendix G
Natural Resource Restriction?
Y or N – See definition in Appendix G
N
Cultural Resource Restriction?
Y or N – See definition in Appendix G
N
Development Restriction?
Y or N – See definition in Appendix G
N
Reversionary Clause from
Deed Restriction?
Zoning Restriction?
Y or N – See definition in Appendix G
N
Y or N – See definition in Appendix G
N
Easement Restriction?
Y or N – See definition in Appendix G
N
Rights-of-Way Restriction?
Y or N – See definition in Appendix G
N
Mineral Interest Restriction?
Y or N – See definition in Appendix G
N
Water Rights Restriction?
Y or N – See definition in Appendix G
N
Air Rights Restriction?
Y or N – See definition in Appendix G
N
Other Restriction?
Y or N – See definition in Appendix G
N
Restrictions Not Applicable?
Y or N – See definition in Appendix G
N
Facility Maintenance Cost
Not editable – Populated for the park
using PWE and O&M data
Not editable – Populated for the park
using PWE and O&M data
1.00
Occupant
Using Organization
Mission Dependency
Primary Congressional District
Second Congressional District
Other Congressional District
Facility Operation Cost
October 2009
1417 (National Park
Service)
Non-editable
00
N
1.00
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Geographical Location/
GPS Coordinates
Remarks
Default Value
Street Address
Street information specific to the
asset can be edited, but must be a
geo-codable (valid) street address
City
City information specific to asset’s
location
County
County information specific to
asset’s location
State
State information specific to
asset’s location
Zip code
Zip code information specific to
asset’s location
Sub Zip code
Sub-Zip code related to asset’s Zip
code
Imported from IDF file,
based on Sub-Install field
in the FRP Information
application -See App. F.
Imported from IDF file,
based on Sub-Install field
in the FRP Information
application -See App. F.
Imported from IDF file,
based on Sub-Install field
in the FRP Information
application -See App. F.
Imported from IDF file,
based on Sub-Install field
in the FRP Information
application -See App. F.
Imported from IDF file,
based on Sub-Install field
in the FRP Information
application -See App. F.
Imported from IDF file,
based on Sub-Install field
in the FRP Information
application -See App. F.
Primary Latitude
Primary (Starting) Latitude of
asset, if known (In Decimal format
only) using NAD 83 datum
Primary (Starting) Longitude of
asset, if known (In Decimal format
only) using NAD 83 datum
Ending Latitude of asset if known
(In Decimal format only) using
NAD 83 datum / Not Required
Ending Longitude of asset if known
(In Decimal format only) using
NAD 83 datum / Not Required
Not required for FRP / Optional
field using NAD 83 datum
Not required for FRP / Optional
field using NAD 83 datum
Not required for FRP / Optional
field using NAD 83 datum
Not required for FRP / Optional
field using NAD 83 datum
Primary Longitude
Secondary Latitude
Secondary Longitude
Third Latitude
Third Longitude
Fourth Latitude
Fourth Longitude
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Lease Information
Default Value
Lease Cost
Remarks
Identify Lease condition
If Legal Interest=Fed. Owned, then
Not Leased. If Legal Int.=Fed
Leased, then must select Lease type.
For Direct Leased assets only,
identify what authority they are
leased under. Contact Leasing
Specialist if uncertain.
Identify Lease Cost, if applicable
Lease Maintenance Indicator?
Y or N. Required for leased assets.
N
Lease Terms
Rentable Space
Identify Lease Terms, if applicable
Identify Lease Operating Costs, if
applicable
Identify when the lease expires.
Contact Leasing Specialist if
uncertain.
Identify Rentable Space, if applicable
Usable Space
Identify Usable Space, if applicable
Acquisition/Disposition
Information
Remarks
Leased
Lease Authority Indicator
Lease Operating Cost
Lease End Date
In-Service Date
Original Acquisition Cost
Acquisition Method
Depreciation Method
Disposition Date
Disposition Method
Disposition Value*
‘Other’ Definition
Disposition Net Proceeds
Disposition Recipient
October 2009
Default Value
Requested by NPS Real Property
Mgmt / Not required
Requested by NPS Real Property
Mgmt / Not required
Requested by NPS Real Property
Mgmt / Not required
Requested by NPS Real Property
Mgmt / Not required
Required when Status is changed to
REMOVED
Required when Status is changed to
REMOVED
Required when Status is changed to
REMOVED
*Can equal the CRV
Only required when ‘Disposition
Method’ field equals ‘Other’
Required for Sale or Lease
Termination when Status is changed
to REMOVED
Required for Federal Transfer and
Public Benefit Conveyance when
Status is changed to REMOVED.
Report Agency code for Fed.
Transfer
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APPENDIX B: Creating a New FMSS Account
Obtaining an Account:
If you do not already have a FMSS account or you need your security level
changed, you will need to have your Park Account Manager (PAM) contact the
FMP Help Desk (303-969-2609 or FMP_Help_Desk@nps.gov) to have an
account created.
There is a security group specifically for FRP reporting called the FRPMGR
Security Group. The FRPMGR Security Group will have read/insert (or editing)
rights to the FRP Information application. This group will also have read-only
access to the Location application, where some of the FRP data elements are
located. Changes to some of these fields can have a significant effect on the
location record data, and these changes need to be managed by someone who
has completed FMSS training and understands the implications of these
changes.
The site administrator (ADMIN) and level one (LVL1) security groups also have
access to edit data in the FRP Information application.
This manual provides only information and instructions intended for
Federal Real Property reporting, not full use of the FMSS. There is
training available to support higher level access.
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APPENDIX C: DOI Code List
DOI Asset
Code
DOI Asset Type
Definition
Required
Measures
for GSA
Not Applicable and Land
Not Applicable
20800000
Land (Leased land
only)
20080100
Maintained
Archeology Sites
Land
00000000
Office-PO-Instit.-School-Public Bldgs (cont’d next page)
Buildings
This code is for denoting areas and other nonreportable records in FMSS (Asset Codes 0000,
8999 and few others).
Each
Acres
A site that includes any material remains of past
human life or activities that are of archeological
interest, including, but not limited to: pit houses,
rock art, intaglios, mounds, graves, human skeletal
materials, or any portion or piece of any of these
items. An archeological site can consist of
prehistoric and/or historic remains, both
underground and above ground.
Square
Meters
* Denotes Utilization reporting is required for FRP
35100000
Bldg Office*
Buildings primarily used for office space or military
headquarters.
Gross
Square Feet
35140000
Bldg Post Office
Buildings or portions of buildings used as a Post
Office.
Gross
Square Feet
35230000
Bldg School
Gross
Square Feet
35230100
Bldg School Day Care
Buildings used primarily for formally organized
instruction, such as schools for dependent children
of Federal employees, Indian schools, and military
training buildings including specialized training
facilities.
A building designed and used primarily for daytime
care given to preschool and/or adolescent children.
35230900
Bldg School
Environmental
Education Center
Gross
Square Feet
35231200
Bldg Training Center
35290100
Bldg
Museum/Repository
A building/educational facility used for structured
education to build knowledge, skills and abilities in
students and others about wildlife-related
environmental topics and programs.
A building used to instruct personnel on programs,
techniques, goals, policies, procedures,
regulations, standards, and direction relating to
individual agency missions.
A building used to store, protect and/or display
museum property.
35290200
Bldg Library
A building used for a large systematically arranged
collection of books for reading or reference
Gross
Square Feet
35290300
Bldg Law
Enforcement Center
Gross
Square Feet
35290400
Bldg Courthouse
Building designed to support local law enforcement
operations, and may include short term lockup
area.
A building in which court proceedings are held
35290500
Bldg Clinic
A building where medical personnel administer to
outpatient treatment
Gross
Square Feet
35290700
Bldg Visitor Center
Gross
Square Feet
35290800
Bldg Visitor Contact
Station
A building designed specifically for the purpose of
orienting visitors to resources and programs and
providing other services to support visitation.
Usually includes exhibits and restrooms;
sometimes gift shops.
A building smaller than 5,000 square feet or which
has 50% or less of its square footage devoted to
direct service to visitors. This is a place where we
distribute information and regulations intended to
welcome and orient visitors.
October 2009
Gross
Square Feet
Gross
Square Feet
Gross
Square Feet
Gross
Square Feet
Gross
Square Feet
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Federal Real Property Information Application User Manual
DOI Asset
Type
Definition
Required Measures for GSA
35290900
Bldg Entrance Station
A small building used primarily for the collection of
fees and distribution of limited information and
regulations with no additional visitor services.
Sometimes referred to as an 'entrance kiosk'.
Gross
Square Feet
35291000
Bldg Restaurant
Gross
Square Feet
35291100
Bldg Gymnasium
35291400
Bldg Dining Hall
Cafeteria
35291500
Bldg Auditorium
35291700
Bldg
Lodge/Motel/Hotel
35291800
Bldg Retail Store
A building where meals are served to customers
that usually contains a food preparation area, a
seating area for customers. Primarily for the public.
A building where the predominant use is for indoor
athletic or fitness activities. May contain courts,
locker facilities, or specialized sporting or exercise
equipment.
Building containing kitchen facilities, food
preparation areas, serving areas, and table areas
for dining. Primarily for staff and work crews.
A building used to accommodate listening to or
viewing of performances by seated students and/or
guests. As opposed to an open air venue which
would be categorized as an amphitheater.
A building for visitor overnight accommodation as
opposed to employee, staff, or volunteer housing.
This includes sleeping shelters, i.e. along the
Appalachian Trail.
A building used to sell goods to customers.
35300100
Bldg Housing Mobile
Home*
35300200
Bldg Housing Single
Family*
Bldg Housing MultiFamily Plex*
Housing
35300300
Gross
Square Feet
Gross
Square Feet
Gross
Square Feet
Gross
Square Feet
Gross
Square Feet
Gross
Square Feet
Gross
Square Feet
Gross
Square Feet
35300400
Bldg Housing
Apartment*
35300500
Bldg Housing Cabin*
A building with fewer utilities and/or rooms than a
typical single-family house.
Gross
Square Feet
35300600
Bldg Housing Garage*
35300700
Bldg Housing Support
Building*
Gross
Square Feet
Gross
Square Feet
35310000
Bldg Dormitories/
Barracks*
Bldg Warehouse Fire
Cache*
Any building associated with housing designed for
the purpose of parking vehicles.
Any building that directly supports employee
housing (NPS, concessioner, etc) functions, such
as showering, laundry, and cooking.
Buildings primarily used as dwellings for housing
individuals (without families/dependents).
A building used to store equipment and vehicles
used for wildland fire management and
suppression.
A building used to store vehicles or equipment,
including heavy equipment. Not associated with
housing.
A small structure, either freestanding or attached
to a larger structure, to be used as storage or
shelter.
A building designed to store materials that may be
hazardous if leaked or spilled. Design may
incorporate spill containment, explosion proof
lights or other electrical fixtures.
Building/structure designed for storage or
production purposes, which may include an office
area and/or loading dock.
A building designed and used to store high
explosives such as C4, TNT, Blasting caps, or
black or smokeless powder.
Gross
Square Feet
35410100
Warehouse
A mobile building, fitted with parts for connection to
utilities, which can be relocated and used
predominantly for housing. This definition does not
include trailers that reside on wheels. Includes
yurts.
Detached building constructed to house one
family.
Building consisting of two or more single family
housing units such as duplexes, triplexes,
townhouses, row houses, etc.
Building consisting of multiple single family
housing units with access from a common corridor.
DOI Asset
Code
35410300
Bldg Warehouse
Equipment Vehicle*
35410500
Bldg Warehouse Shed
Outbuilding*
35410600
Bldg Warehouse
Chemical*
35410700
Bldg Warehouse
Warehouse*
35410800
Bldg Warehouse
Explosive*
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Gross
Square Feet
Gross
Square Feet
Gross
Square Feet
Gross
Square Feet
Gross
Square Feet
Gross
Square Feet
Gross
Square Feet
33
Federal Real Property Information Application User Manual
Other Buildings
Utility-Service-Lab
DOI Asset
Code
DOI Asset Type
Definition
Required
Measures
for GSA
Gross
Square Feet
35500200
Bldg Pump House
Well House
A building used to shelter pumps, piping pressure
switches, or other related equipment.
35500300
Bldg Power
Generation
Gross
Square Feet
35500400
Bldg Sewage
Treatment
35500500
Bldg Water Treatment
35600100
Bldg Service Shop
Maintenance
35722000
Bldg Communications
Systems
35730100
Bldg Lighthouse
Building specifically designed and constructed to
house power generation equipment. It does not
include the utility system components such as
engines, turbines, generators, alternative energy
sources, and associated control equipment for the
purpose of electrical generation.
Building specifically designed and constructed to
house sewage treatment components. It does not
include systems used to treat sewage.
A building specifically designed and constructed to
house water treatment components. It does not
include the systems used to treat raw source water
to produce potable water.
Building used for performing various service
activities such as mechanical or preventive
maintenance work on various vehicles, welding,
sheet metal work, and painting including auto
shops, carpenter shops, metal shops etc.
Buildings used for telephone and telegraph
systems, data transmission, satellite
communications and/or associated with radio
towers or other communication facilities.
A tower building displaying a light or lights for the
guidance of maritime vessels in present time or
historically.
35740100
Bldg Laboratory*
Gross
Square Feet
35800100
Bldg Fortification
35800200
Bldg Animal Shelter
35800500
Bldg Barn Stable
35800600
Bldg Fire Station
35800800
Bldg Cultural Center
35800900
Bldg Hogan
Building used for scientific research and
development. Likely to house specialized scientific
equipment for conducting scientific experiments or
analysis.
A fortified place often constructed of earth, logs,
timber, masonry, stone, or concrete, exclusively
military in nature that is strengthened for protection
against attack.
A building used to provide animals shelter from
inclement weather.
A building used to hold or shelter animals or
livestock feed. May also contain feeding, exercise
or birthing areas.
A building used for fire equipment and staff to
ensure readiness. May include communications
facilities or living quarters for fire fighters.
Associated with structural fire fighting.
A building preserved and/or used for training and
refinement of the mind pertaining to cultural
practices, interest, taste, skills, arts and crafts, or
to provide an example of a type of construction,
period appearances, or for interpretive uses.
A typical dwelling of the Navajo Indians, built of
earth walls supported by timbers.
35801000
Bldg Comfort Station
Gross
Square Feet
35801100
Bldg Laundry
A building with fixtures for defecation and urination,
washing and sometimes showering that may
include a septic vault and is primarily used by the
public.
A building specifically used for laundering clothes,
linens, etc. Not associated with housing. See
Housing support 35300700.
35801500
Bldg Greenhouse
A translucent or transparent building used in the
conservation or production of plants or plant
material.
Gross
Square Feet
October 2009
Gross
Square Feet
Gross
Square Feet
Gross
Square Feet
Gross
Square Feet
Gross
Square Feet
Gross
Square Feet
Gross
Square Feet
Gross
Square Feet
Gross
Square Feet
Gross
Square Feet
Gross
Square Feet
Gross
Square Feet
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Federal Real Property Information Application User Manual
DOI Asset
Code
DOI Asset Type
Definition
Required
Measures
for GSA
Parking
Waterways -Dams
Aviation
Structures
40120200
Airstrip
A cleared area for landing and takeoff of aircraft except
helicopters.
Square
Yards
40120300
Helipad
An area designated for the landing of helicopters, with or without
heliport facilities.
Square
Yards
40130400
Marina Waterfront
Facility primarily for recreational and marina activities along or on
a body of water. This may include piers, jetties, seawalls, docks,
bulkheads, boat launch, etc.
Square
Yards
40180300
Constructed
Waterway
An artificial waterway for navigation.
40181700
Dam Low Hazard
Structure meets the definition of a dam and its failure or misoperation results in no probable loss of human life and low
economic and/or environmental losses. Losses are principally
limited to the owner's property.
Each
40181800
Dam Significant
Hazard
Structure meet the definition of a dam and its failure of misoperation results in no probable loss of human life but can cause
economic loss, environmental damage, disruption of lifeline
facilities, or impact other concerns. Dams are often located in
predominantly rural or agricultural areas but could be located in
areas with population and significant infrastructure.
Each
40181900
Dam High Hazard
Structure meet the definition of a dam and its failure or misoperation will probably cause loss of human life.
Each
40182000
Dam Non Program
A structure built across a watercourse to impound water and
create a reservoir. These dams meet one of the two following
criteria: they have a controlled outlet height less than 6 feet
regardless of storage capacity; or have a storage capacity of less
than 15 acre-feet regardless of height.
Each
40182100
Levee/Dike
Water detention/retention structure or retaining wall that protects
facilities from flood runoff. Levees are generally earthen
structures designed to retain water within a floodway and protect
adjacent areas.
Each
40660100
Parking Lot
A Flat, single level designated area used for temporary
occupation of vehicles.
Square
Yards
40660200
Parking Garage
A multi story structure used for temporary occupation of vehicles.
Square
Yards
40660300
Carport Detached
An open-air structure with a roof designed to protect vehicles
from sun or rain that is not attached to the building or quarters.
Attached carports are included as part of the building or quarters.
Square
Yards
Linear Feet
(cont’d next page)
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Recreation (cont’d next page)
Utility
Federal Real Property Information Application User Manual
DOI Asset
Code
DOI Asset Type
Definition
40710300
Water Treatment
Facility
A facility that treats raw source water to produce a safe and
potable domestic water supply. Can also be used to remove
heavy metals, salts, contaminants, and other toxic chemicals or
biological agents from raw water, mine seepage/wastewater, or
seepage water from other sources for deposition into a
watercourse.
Each
40710800
Sewage Treatment
Facility Plant
System used to remove sewage waste from associated water
producing a cleaned effluent safe for discharge to some point.
May include settling ponds, aeration, clarification units,
disinfection, sludge or nutrient removal units and discharge
piping.
Each
40710900
Septic System
Underground or mound system used to remove sewage waste
from associated water and provide below ground discharge of
cleaned water through absorption or evaporation.
Each
40711000
HVAC Plant
Plant that provides heating, ventilation, and air-conditioning
systems to condition air for multiple buildings and/or other
structures of an installation.
Each
40711100
Fuel System
A system of pipes, pumps, valves, and regulators for the purpose
of distributing fuel from a source to points of use.
Each
40711200
Electrical System
An electrical distribution system consists of conductors and
appurtenances utilized to convey electricity to a point of use.
Includes power generating systems.
Each
40711300
Solid Waste System
A solid waste management system that handles solid waste
(garbage/refuse) and recyclable material from
collection/processing to the disposal site. It may include installed
trash/recycle containers, compactors, incinerators, etc.
Each
40720100
Telecommunication
An external system that supports infrastructure requirements for
communications. Includes but not limited to radio, telephone,
intercom, emergency equipment, information technology
systems, security and safety systems, low or high water level
alarms, etc. May include cabling, wiring, radio base stations,
repeaters, antennas, satellite dishes, and switching devices.
Each
40750100
Campground
Designated public use area for camping.
Each
40750200
Picnic Area
A designated area that may include picnic tables, solid waste
container, restroom, parking area, etc.
Each
40750300
Maintained
Landscape
Area that is maintained for aesthetic or athletic purposes, e.g.
formal gardens, overlook/vista, battlefield, playing fields, baseball
diamonds, etc.
Each
40750600
Beach
Area along water that may be used for swimming, sunbathing
and associated recreation by the public.
Each
40750700
Interpretive Media
A collection or grouping of wayside exhibits or display exhibits
that include but are not limited to: panels, cases, dioramas,
objects, and/or audio/visual presentations that support an
interpretive theme, program, geographic location or asset.
Each
40750800
Amphitheater
A designated area with seating where participants can gather for
movies, nature talks, interpretive presentations, etc.
Each
40751000
Trail, Paved
Improved path or course constructed with paving materials.
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Required
Measures
for GSA
Linear Feet
36
Other Structures
Road-Bridge-Tunnel
Federal Real Property Information Application User Manual
DOI Asset
Code
DOI Asset Type
Definition
Required
Measures
for GSA
40751100
Trail, Unpaved
Designated natural path or course.
Linear Feet
40751200
Trail, River
Designated natural and/or improved waterways used for travel.
Linear Feet
40751300
Trail, Boardwalk
A structure to facilitate access across wet areas, sensitive habitat
or plant communities, or areas physically difficult to cross.
40760100
Road Paved
Improved surface constructed of paving materials used for
vehicular transportation.
Lane Miles
40760200
Road Gravel
Graded, drained gravel surface used for vehicular transportation.
Lane Miles
40760300
Road Dirt
Earthen surface used for vehicular transportation.
Lane Miles
40760500
Road Bridge
Square
Yards
40760800
Trail Bridge
A structure including supports erected over a depression or an
obstruction, such as water, highway, or railway, and having a
track or passageway for carrying traffic or other moving loads,
and having an opening measured along the center of the
roadway of more than 20 feet between undercroppings of
abutments or spring lines of arches, or extreme ends of openings
for multiple boxes. May also include multiple pipes, where the
clear distance between openings is less than half of the smaller
contiguous opening (AASHTO).
Spanning structure designed to be used by pedestrians, animals,
bicycles, ATVs, etc.
40761000
Road Tunnel
A structure that is constructed by excavating through natural
ground to convey vehicular traffic. May also include the
conveyance of water, conduits, and/or pipes.
Square
Yards
40761100
Trail Tunnel
A structure that is constructed by excavating through natural
ground to convey pedestrian, animal, bicycle, & ATV traffic. May
also include the conveyance of water, conduits, and/or pipes.
Square
Yards
40770000
Railroads
Tracks, bridges, tunnels, and fuel or water stations servicing
railroads. Includes rail platforms & stations.
Miles
40780100
Outdoor Sculpture
Outdoor structure, statuary, marker or an informational post that
may consist of concrete, masonry, stone, wood, etc.
Each
40780200
Ruin
Each
40780300
Monument/Memorial
Structure that is no longer used for its intended purpose but is
significant in American history and/or prehistory, mainly
architecture whose occupation and utilization has been
interrupted or discontinued for an extended period of time. Can
be stone, masonry, or wood architecture. (Includes prehistoric
and historic earthen mounds and earthworks).
A structure erected to commemorate a person or event.
40800200
Boundary
40800900
Tower/Missile Silo
40820000
Weapons Ranges
October 2009
A line on the ground which divides one entity or political unit from
another. In reference to a country, city, state, territory, or the like,
most often designates a line on a map. A physical barrier or
boundary used as protection or confinement for humans and/or
wildlife.
Tower - raised structure used to provide enhanced viewing.
Missile silo - a subterranean hardened concrete tube for storage
and launch of a missile. Includes fire & observation towers and
air quality monitoring stations (if not a building).
Ranges where weapons are fired and areas where explosives
are detonated
Each
Square
Yards
Each
Linear Feet
Each
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APPENDIX D: Units of Measure
The table below displays FRP units of measure, which may or may not
be the same as the FMSS units of measure. When reporting in the FRP
Information application, the Units of Measure are defaulted based upon
the DOI Codes. However, parks are responsible for making the
appropriate conversion from the FMSS units to FRP units.
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APPENDIX E: Frequently Asked Questions
1. Real Property Type
Q. What types of real property must be reported for the annual real property
inventory?
A. The parks must report all buildings and other structures owned, leased, or
otherwise managed. There are 3 real property types to report: 20 – Land assets
(NPS does not report – Maintained Landscapes are considered Structures), 35 –
Buildings, and 40 – Structures.
Q. We are using land on a permit-basis from another federal agency that owns
the land. Which agency should report the land to GSA for the purposes of
reporting real property inventory information?
A. The agency that owns the land should report the land to GSA.
2. Real Property Use
Q. How should I report a structure, such as the Vietnam Memorial, that is located
on government-owned land?
A. Report information on the structure itself (Vietnam Memorial) but not the land
on which the structure is located. For the structure, using the Use Categories,
identify the Vietnam Memorial with the use code “(40) 78 xxxx – Monuments and
Memorials.”
Q. How would I report structures such as antennas and water towers?
A. Antennas are reported as use code “(40) 72 xxxx- “Communications Group,”
and water towers as use code “(40) 80 1700 - “Tower.”
3. Legal Interest
Q. Are all 25 data elements required for leased and otherwise managed
properties? Specifically, do Current Replacement Value, Historical Status, and
Condition Index apply to leased and otherwise managed properties?
A. All data elements will apply to owned, leased, and otherwise managed
property (with exception of Historical Status, which is not required for otherwise
managed properties).
Q. An option for easements is not included in Legal Interest. Where does an
easement get indicated?
A. If the property is federally-owned and an easement is granted, then the
property should be reported with the Legal Interest as “owned” and easement
should be reported in the Restrictions field. If the federal government has an
easement onto non-federally owned property, then the property should not be
reported.
Q. If the government occupies a property via an easement, then does the
property need to be reported in the inventory?
A. If the government occupies a non-federally owned property via an easement,
then the property does not need to be reported in the inventory. If it is
government-owned property and we have given an easement to another entity to
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occupy/use the property, then the property does get reported in the inventory as
follows: the property should be reported with the Legal Interest as “owned” and
easement should be reported in the Restrictions field.
Q. How does an agency handle reporting data on concession-operated facilities?
A. For concession-operated facilities, the agency should first identify the Legal
Interest, i.e., either government-owned or government-leased. If it is an owned
property, the agency would then address the concession component in the Using
Organization field.
Q. How is a facility handled if it is only partially occupied by the government?
A. For owned assets, report on the entire asset. For leased and otherwise
managed assets, report on the portion addressed through the lease or other
agreement.
4. Status
Q. What values for Status and Outgrant Indicator should be provided if the
owned property is outgranted outside of the Reporting Agency but still within the
government.
A. Status can be any of the available choices. If the owned property is
outgranted outside of the Reporting Agency but still within the government, then
“yes” would be provided for Outgrant Indicator, with the Agency Bureau Code
reported for the predominant Using Organization.
Q. What if the owned property is outgranted to a non-federal government entity?
A. If the owned property is outgranted to a non-federal government entity, then
“yes” would be provided for Outgrant Indicator, with “9999-Non-Federal
Government Entity” reported for Using Organization.
Q. What percentage of constructed asset should be outgranted for a “Yes”
response?
A. Using the predominant status guideline, if more than 51% is outgranted, then
report “Yes” for Outgrant Indicator.
5. Historical Status
Q. If the asset is located in a historical district but not on the registry, how is this
reported?
A. If the asset is in an historical district and is not applicable to other values, then
the Historical Status should be indicated as a “Non-contributing element of
NHL/NRL district”.
6. Reporting Agency
Q. If federal government-owned property is occupied via a Memorandum of
Understanding (MOU) with another agency, who would report the facility?
A. If the property is owned by the federal government and granted to another
federal agency via an MOU, then the property is reported by the agency holding
the title.
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7. Using Organization
Q. How should the information be entered if there is more than one Using
Organization?
A. Parks should report the predominant (51% or more) user of the property.
8. Size
Q. We anticipate a problem if the same Real Property Use category code is used
for structures that have different units of measure than that used for FMSS, e.g.,
roads and bridges.
A. The FRP UM and FRP QTY attributes in the FRP Information application will
allow the parks to identify units of measures different from the ones used in the
location record.
9. Utilization
Q. For Utilization, what does design capacity mean for hospitals, laboratories,
warehouses, etc.? Can I enter examples of formulas?
A. For the FRP’s definition of Utilization, refer to Appendix J of this Manual.
10. Annual Operating Costs
Q. Are Annual Operating Costs reported for the past or current fiscal year? Who
reports them?
A. Operating costs are reported for past fiscal year (i.e., data represents FY2009,
but it is submitted in Q1 of FY2010). This data is currently being populated into
the FRP Information application by WASO, based on PWE budget and asset
inventory information. No data entry by parks is required at this time.
Q. For categories of operating costs, should any additional costs be included
beyond those indicated in the definition?
A. Initially, WASO is calculating operating costs at the constructed asset level on
behalf of the parks using PAMP data, PWE budget and asset inventory
information. However, in the future, parks may be required to edit this field.
Standard Operations and Maintenance costs are to be included. For leased
properties, parks should report annual lease costs plus any additional
government operating expenses (as defined above) not covered in the lease.
11. Geographical Location / GPS Coordinates
Q. For Geographical Location / GPS Coordinates, do parks fill out both Street
Address and Latitude/Longitude information?
A. Parks must report either Street Address or Latitude/Longitude information. If
they choose to report both, then the system will accept this.
Q. If there is a security concern limited to reporting Geographical Location
information, then how is the information reported?
A. If there is a security concern with the street address information or
latitude/longitude information, then the agency should report the street address
for the main gate or entrance. If the asset is not located on a campus or
installation, then report the ZIP Code in the street address field.
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Q. How should an agency identify the Geographical Location for a linear
structure, such as a road or trail?
A. Until a more developed federal-wide geospatial capability is available, an
asset which does not have a street address or a lat/long should use the street
address or lat/long of the main gate. If there is no main gate, then the agency
should enter the zip code.
12. Real Property Unique Identifier
Q. What is the distinction between the Real Property Unique Identifier and the
Installation/Sub-installation Identifier?
A. Real Property Unique Identifier provides a unique code for each asset (the
location record number is the unique code in the FMSS). The Installation/Subinstallation ID provided for each asset record will allow the grouping of assets by
installations and Sub-installations for reporting.
13. Congressional District
Q. How should Congressional District data be handled for overseas locations?
A. Districts will be notated as "01 - 99". All other designation (i.e., At Large,
Delegate, and Resident Commissioner) are notated as "00". See
http://nationalatlas.gov/printable/congress.html for current United States list.
14. Zip Code
Q. What value for ZIP Code (or a postal code) do I enter for real property located
in a United States territory or a foreign country?
A. For real property located in a United States territory or a foreign country
without a ZIP Code, the value “99999” should be entered.
15. Restrictions
Q. How should the information be entered if there is more than one Restriction?
A. If a property has multiple restrictions associated with it, and then the agency
should report all restrictions that apply by denoting “Y” for each applicable
restriction. Partial restrictions should also be reported.
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APPENDIX F: Installation Data File
The Installation Data File (IDF) is used to associate a park with its Installation
code, its Sub-installations, and the constructed assets at the park or center.
Assets were initially associated with a sub-installation based on their county to
ease the reporting burden. Ideally the Sub-Install ID should be broken down to
the city level to accurately identify city and zip code fields. The IDF also provides
a means to associate the GSA’s appropriate Geographic Location Codes (GLCs)
with the sub-installations and assets. You will see these GLCs if you view the
IDF, but you do not need to update or modify them. These will be handled by the
WASO staff when any changes to the Sub-installation fields in the IDF are
requested.
NOTE: If you know your sub-installation codes are correct, then there is no need
to review the report from the IDF.
If you need to review or request updates to the IDF, then run and export the
report (see the Section Quick User Guide in this document for additional detail)
for review.
Primary points to understand about Sub-installations:
• The headquarters location for a Park will use a Sub-installation Code of
‘00’. Example: Gates of the Arctic National Park and Preserve has its
headquarters in Fairbanks, AK – this sub-installation uses the code 00.
Other sub-installations are required based on the number of counties
within the park area, so they will use sub-installation codes greater than
00. For example, the facilities in Bettles, AK, will have a sub-installation
code of 01 because they are in a different county.
• Mandatory sub-installations for GSA reporting are counties. For subinstallations in FMSS, the city is the common denominator that needs to
be reported to for Sub-installations.
Send email to the FMP_Help_Desk@nps.gov with any necessary changes.
Reasons you would need to change the IDF include the following:
• Identifying new sub-installations – Within a park, at a minimum, any
county different than that of the headquarters installation must have a
unique sub-installation and be identified in the IDF. All assets listed in the
FMSS that are located in the other counties will use the appropriate 2-digit
numeric code. Within a county, the geographic location of a subinstallation can be any smaller division that divides the park in logical
ways. This level is not required, but will increase accuracy substantially by
using additional sub-installations.
• Correcting a sub-installation address – This only applies to the subinstallation address data (City, State, Country, and Zip Code). If you need
to modify the street address or sub-zip code of an individual asset, then
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Federal Real Property Information Application User Manual
•
that will be done through the park in the FRP Information application in the
FMSS.
Verifying that assets belong within a certain Sub-installation - If you are
uncertain how your park’s sub-installations divide your park, then you can
reference the IDF.
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APPENDIX G: FRP Information Application Field
Descriptions
Acquisition Method: Method by which the asset was acquired. Select from
value list.
Air Rights Restrictions: The right to use all or a portion of the air space above
real property. Such right is vested by grant (e.g. fee simple, lease or other
conveyance). Enter “Y” if there are restrictions or “N” if there are not.
City
Ensure the name of the city or town associated with the reported Main Location
in which the land parcel, building, or structure is located is entered and valid. This
field is associated with the Installation Data File (IDF), see App. F.
County
Ensure the name of the county associated with the reported Main Location in
which the land parcel, building, or structure is located is valid. This field is
associated with the Installation Data File (IDF), see App. F.
Congressional District
Ensure that the value for Congressional District is associated with the reported
Main Location in which the land parcel, building or structure is located. Due to the
nature of Congressional Districts and frequent changes in district lines the parks
need to validate and update the Congressional District as required. There are
three fields on the FRP Information application for three different Congressional
Districts that may be entered for the asset’s location. Congressional Districts
must be entered as a two-digit numeric code. Example: ‘00’ = District
Representative is ‘At Large’, ‘01’ = District 1 Representative.
Cultural Resource Restrictions (Archeological, Historic, Native American
Resources, etc.):
Legally enforceable restrictions placed on the use of real property by the owner
of the property to protect and preserve historic or Tribal resources deemed
worthy of preservation giving a government agency or preservation organization
the right to review and approve changes to the historically or culturally significant
property before they are undertaken. Enter “Y” if there are restrictions or “N” if
there are not. If the Historical Status is identified as NHL, NRL, or NRE then this
field is set to “Y”.
Current Predominant Use
Tied to the DOI Code, it describes how the asset is currently being used. It is
updated upon saving a change to the DOI Code field.
Depreciation Method
Enter the depreciation method used for this asset. Field provided for real
property data management, not required for FRP reporting.
Developmental Restrictions (Improvements):
Legally enforceable restrictions on land use to protect the health, safety and
welfare of the community such as the kind of buildings that can be built on the
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Federal Real Property Information Application User Manual
property, what size the buildings may be and which materials can be used in their
construction. Enter “Y” if there are restrictions or “N” if there are not.
Disposition Date
(Required when status is changed to Removed) Report the date the disposal
action was completed in mm/dd/yyyy format.
Disposition Method
(Required when status is changed to Removed) All parks are required to
report all assets that have exited the FRP inventory of assets during the reporting
fiscal year. This will include, but is not limited to, sales, federal transfers, public
benefit conveyances, demolitions, and lease terminations. There are six
categories that must have the disposition method reported: Public Benefit
Conveyance, Federal Transfer, Sale, Demolition, Lease Termination, or Other.
Disposition Net Proceeds
(Required when status is changed to Removed)
Report the proceeds received as part of the asset disposal less the disposal
costs incurred by the agency. Data reporting for net proceeds is required only for
assets disposed through Sale or Lease Termination.
Disposition Value
(Required when status is changed to Removed)
Report Disposition Value based upon the disposition method. See the table on
p. 22 of this User Manual.
DOICODE
The DOI Code is an 8-digit code that the Department of the Interior and all its
bureaus use to classify real property. The first and second digits of the
DOICODE designate Real Property Type. Parks should classify the asset using
one of the following categories of real property (valid codes are in parenthesis):
Land (20), Building (35), & Structure (40). Parks should select the correct DOI
Code from the pick list, being certain to correctly identify the asset with respect to
its asset code and ‘type’ designation in the specification template. The third and
fourth digits of the DOICODE designate the Real Property Use. And the fifth
through eighth digits further define what specific type of asset it is.
Easement Restrictions (including access for maintenance rights, etc.):
A non-possessory interest in the land of another that gives the party a right of
use over the other person's property for a designated purpose. Enter “Y” if there
are restrictions or “N” if there are not.
Environmental Restrictions (clean-up based restrictions, etc.):
Legally enforceable restrictions placed on the use of real property or any of its
natural resources (e.g., surface water or ground water) due to the presence of
hazardous substances, pollutants or contaminants (terms that are defined in the
Comprehensive Environmental Response, Compensation and Liability Act
(CERCLA), 42 U.S.C. 9601 (14) and (33)), and the need to protect human health
and the environment from exposure to such hazardous substances, pollutants or
contaminants. Enter “Y” if there are restrictions or “N” if there are not.
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Facility Maintenance Cost3: - (Annual)
Parks should report actual maintenance operating costs through the FMSS
annually. (Condition Assessment Deficiency related work is excluded).
Facility Operating Cost3: (Annual)
Parks should report actual operating costs through FMSS annually. (Condition
Assessment Deficiency related work is excluded). Annual Operating Costs (for
property other than leased) consist of the following: Recurring maintenance and
repair costs; Utilities (includes plant operation and purchase of energy); Cleaning
and/or janitorial costs (includes pest control, refuse collection and disposal to
include recycling operations); and Roads/grounds expenses (includes grounds
maintenance, landscaping and snow and ice removal from roads, piers and
airfields). For leases, parks should report annual lease costs plus any additional
government operating expenses (as listed above) not covered in the lease.
FRP Quantity
Enter the Quantity associated with each record in the FRP Quantity field being
certain it correlates with the FRP Unit of Measure field. The FRPC units of
measure are sometimes not the same as the FMSS unit of measure (found in the
Location application) and if necessary must be converted to the FRP unit of
measure before reporting. Structure sizes vary between what the FMSS is
reporting and what the GSA requires to be reported. Refer to the unit of measure
identified with the correct DOI Code.
FRP Unit of Measure
This field is auto-populated based upon the DOI Code selected. Be certain to
report the FRP Quantity based upon this unit of measure. These often do not
match the FMSS Location Quantity.
Historical Status
Historical Status is reported on all owned and leased buildings, structures, and
land assets, except those assets that have been evaluated and for which
disclosure of historic status is restricted based upon EO 13007 and Section 304
of the National Historic Preservation Act.
In-Service Date
Date the asset came on-line as an operating asset.
Lease Authority Indicator
Only report for leased assets. Identify which Lease Authority the asset is leased
under. The WASO real property office would be the source for this information.
Ernestine Armstrong is the current manager.
Lease Maintenance Indicator
Lease Maintenance Indicator: Indicate Yes (Y) or No (N) as to whether agency is
responsible for maintaining the condition of the asset. It is required for all leased
assets (i.e., all assets with Legal Interest equal to “Leased”).
Lease Cost
Enter the annual cost of the lease.
Lease Operating Cost
3 Operating and Maintenance Costs for park assets will be compiled through PWE and other budget
sources until parks are tracking this data in the FMSS.
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If Lease Maintenance Responsibility is “Y”, then enter the cost to maintain this
asset annually.
Lease Terms
Open field to enter the terms of the lease. Field is provided for real property data
management, not required for FRP reporting.
Leased
Indicate whether the asset is Not Leased (Legal Interest = Fed Owned), Direct
Lease from an entity or provided through GSA leasing (Legal Interest=Fed
Leased). This info should be available through whoever would manage this data
for your park – probably your Administrative Officer.
Legal Interest
Legal Interest is used to identify a real property asset as being owned by the
Federal Government, leased by the Federal Government (i.e., as lessee), or
otherwise managed by the Federal Government. Only Federal Government
owned, leased or otherwise managed (state owned or Foreign Government
owned) is to be reported. For property occupied under a lease agreement where
rental payments are zero ($0), report property’s Legal Interest as “Leased”.
Mineral Interest Restrictions:
An interest in minerals in land, with or without ownership of the surface of the
land, and the right to take minerals or a right to receive a royalty. Enter “Y” if
there are restrictions or “N” if there are not.
Natural Resource Restrictions:
Legally enforceable restrictions placed on the use of real property or any of its
natural resources to protect a given resource from harm (e.g., an endangered
species or its habitat), or to protect activities on the real property or the use of
any of its natural resources from the harms caused by outside, natural forces
(e.g., floodplains). Enter “Y” if there are restrictions or “N” if there are not.
Original Acquisition Cost
If purchased or built, the original cost paid. Provided for real property data
management, not required for FRP reporting.
Other Restrictions:
Other restrictions that cannot be classified elsewhere. Enter “Y” if there are
restrictions or “N” if there are not.
Outgrant
In addition to the predominant use of the property, each asset where the Legal
Interest equals “owned” or “leased” will have an Outgrant Indicator. Outgrant
refers to Federal Government-owned or leased real property in which rights have
been conveyed or granted to another entity. Enter Yes (Y) or No (N) depending
on whether the property has been outgranted or leased.
Park Alpha
Four character identifier for a park.
Primary Latitude
Ensure the Latitude of the asset’s physical location is entered in the Primary
Latitude field. Latitude should be reported in decimal degrees using the NAD 83
datum.
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Primary Longitude
Ensure the Longitude of the asset’s physical location is entered in the Primary
Longitude field. Longitude should be reported in decimal degrees using the NAD
83 datum.
Recipient
(Required when status is changed to Removed)
Report either the name of the Federal agency or the name of the non-Federal
organization that received the asset. Data reporting is required only for assets
disposed through Federal Transfer or Public Benefit Conveyance. Use “Private”
for recipients covered by the Privacy Act.
Reporting Agency
Reporting Agency refers to the Federal Government Agency/Bureau reporting
the property to the FRPC Inventory database. The agency/bureau code is a fourdigit GSA-provided code identifying the agency. The first two digits identify the
agency; the last two digits identify the bureau within the agency. NPS occupied
assets have a Reporting Agency/Bureau Code of 1417 (14 = DOI and 17 = NPS).
If the agency/bureau code is not listed send a request to the
fmp_help_desk@nps.gov to request any additions.
Restrictions Not Applicable:
Restrictions are non-applicable to the real property asset. Enter “Y” if there are
restrictions or “N” if there are not.
Reversionary Clause from Deed:
Interest that exists when the grant is limited such that it may possibly terminate
on the occurrence of a condition subsequent and title to the property returns to
the original owner. – Enter “Y” if there are restrictions; or “N” if there are not.
Rights-of-Way Restrictions: A right belonging to a party to pass over land of
another. The interest is the same as an easement with the owner of the soil
retaining all other rights and benefits of ownership consistent with the easement.
Enter “Y” if there are restrictions or “N” if there are not.
State
Ensure the name of the state associated with the reported Main Location in
which the land parcel, building, or structure is located is valid. This field is
associated with the Installation Data File (IDF), (see App. F) and the field is
completed based upon the Sub-Install ID field in the FRP Information application.
Street Address
Parks should ensure that the street address for the installation is entered. If no
address is available enter the Zip Code in this field. Ensure that the Street
Address is entered in geo-codable format, i.e., an address that can be mapped
by Geographic Information System (GIS) software or used by an overnight
delivery service to deliver packages. An example of a geo-codable address is
1800 F Street. The following should NOT be used for a street address:
• Mailing address that is different than the location's true physical address
• Building or Asset name
• Street corner (e.g., 18th & F Streets)
• Other description (such as a Post Office Box number)
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•
Symbols such as double quote (“), underline (_), plus (+), percent (%), and
ampersand (&)
Sub Zip Code
Ensure the four-digit Sub Zip Code associated with the reported Geographical
Location in which the land parcel, building, or structure is located is valid.
Using Organization
This refers to the predominant Federal Government Agency/Bureau (or other
non-Federal Government entity) occupying the property. If property is occupied
by a non-Federal Government entity (e.g., concessionaire, private sector, etc.),
enter “9999” for the Using Organization value. If the property is NPS occupied,
enter “1417”. If the agency/bureau code is not listed send a request to the
fmp_help_desk@nps.gov to request any additions.
Utilization
Parks should capture and maintain Utilization as percent utilization on a scale of
0% to 100%, but report only the associated category type in the FMSS. Only one
utilization code should be selected to meet this requirement. Parks should
maintain the actual percentage for audit purposes. Note: For FRP purposes
utilization is only required for the following five Building Predominant Use
categories. Offices – ratio of occupancy to current design capacity. Hospitals –
ratio of occupancy to current design capacity. Warehouses – ratio of gross
square feet occupied to current design capacity. Laboratories – ratio of active
units to current design capacity. Housing – percent of individual units that are
occupied. Identify Utilization for all assets since this is a factor in generating DOI
Scores for several fund sources. See Appendix J.
Water Right Restrictions: A legal right to use the water of a natural stream or
water furnished through a ditch or canal, for general or specific purposes, such
as irrigation, mining, power, or domestic use, either to its full capacity or to a
measured extent or during a defined period of time. Enter “Y” if there are
restrictions; or “N” if there are not.
Zip Code
Ensure the five-digit Zip Code associated with the reported Main Location in
which the land parcel, building, or structure is located is valid. Zip codes can be
found at http://www.usps.gov. This field is associated with the Installation Data
File (IDF), (see App. F) This field is completed based upon the Sub-Install ID field
in the FRP Information application.
Zoning Restrictions: Municipal regulations having to do with structural and
architectural designs of buildings and prescribing the use to which buildings
within designated districts may be put. Enter “Y” if there are restrictions; or “N” if
there are not.
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APPENDIX H: Additional Data Considerations
The following cross-checks should be performed by parks in order to validate the
FRP record’s field entries. Only those fields with a value directly correlating to
another field or value are shown. FRP fields/values that have no relational
impacts to other fields or values are not listed.
Location Record
Asset Status:
 An asset that has been reported to the FRPP database can only be
removed by changing its status to Removed and completing the
Disposition fields in the FRP Information application. Exceptions to this
are when assets are combined or converted to equipment – in these
cases contact the Help Desk for assistance in how to handle these.
 If the status is changed to any other status from NOT APPLICABLE or
PLANNED, it will be reported to the Federal Real Property Profile (FRPP)
database
FRP Information Record
DOI Code:
 00000000 – Use only when the FMSS Asset Status is NOT APPLICABLE.
All other FMSS Asset Statuses require the specific code related to the
type of asset.


FRP Quantity:
Buildings and housing use the Square Foot Unit of Measure. For these
asset types the FRP Quantity should always equal the Square Feet
Quantity field in the Location application and both should be accurate.
Structures use a variety of units of measure and the FRP Quantity should
be verified for accuracy as it may differ from the Location Quantity.
Acquisition Concerns:
 If Acquisition Method = GSA Provided, then GSA Lease field must be GSA
Leased.
 If Legal Interest indicates Fed-Leased Property, then Acquisition Method
must = Leased.
 When a new asset is brought on-line and the asset status is changed from
NOT APPLICABLE or PLANNED to OPERATING then the record in the
FRP Information application must have the Acquisition method, In-Service
date and Original Acquisition Cost fields populated.
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APPENDIX I: Restrictions Categories & Codes
The following Restriction categories and associated codes are used for the
Restrictions data element. Parks are required to report all restrictions that apply
to each building, structure, and parcel of land. Answer “Y” or “N” in the
appropriate field.
There is a rule for the Restrictions that if ‘Restrictions Not Applicable’ is ‘Y’,
then no other Restriction fields can be ‘Y’, and vice versa.
Restriction Category
Environmental Restriction: (clean-up based restrictions, etc.): Legally enforceable
restrictions placed on the use of real property or any of its natural resources (e.g.,
surface water or ground water) due to the presence of hazardous substances,
pollutants, or contaminants (terms that are defined in the Comprehensive
Environmental Response, Compensation and Liability Act (CERCLA), 42 U.S.C.
9601 (14) and (33)), and the need to protect human health and the environment from
exposure to such hazardous substances, pollutants, or contaminants. These
restrictions could also be necessary due to the presence of petroleum, which is a
type of contaminant that is not regulated by CERCLA but instead, typically, by the
Solid Waste Disposal Act, 42 U.S.C. 6991, et seq. These restrictions can be
temporary, such as in the case where a cleanup of the contamination is being
undertaken and limitations on the use of the property are required to allow the
cleanup to safely proceed. These restrictions can also be permanent, such as in the
case where the cleanup is complete but at a level that allows for low levels of
contamination to continue to be present as long as the full use of the property is
curtailed (e.g., the property is cleaned to allow commercial or industrial uses, but not
residential).
Natural resource restriction: Legally enforceable restrictions placed on the use of
real property or any of its natural resources to protect a given resource from harm
(e.g., an endangered species or its habitat), or to protect activities on the real
property or the use of any of its natural resources from the harms caused by outside,
natural forces (e.g., floodplains). In either case, the need to restrict the use of the
property may be compelled either by a determination that such restrictions are
necessary to achieve the purpose compelled by the applicable law, regulation, or
Executive Order (e.g., the Endangered Species Act) or due to a written agreement
with other federal agencies or state or local government that compel such
restrictions (e.g., the terms of any authorization from the Army Corps of Engineers to
build in a certain wetlands).
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Cultural resource restriction: (archeological, historic, Native American resources,
etc.): Legally enforceable restrictions placed on the use of real property by the owner
of the property to protect and preserve historic or Tribal resources deemed worthy of
preservation giving a government agency or preservation organization the right to
review and approve changes to the historically or culturally significant property
before they are undertaken.
Developmental (improvements) restriction: Legally enforceable restrictions on
land use to protect the health, safety, and welfare of the community, such as the kind
of buildings that can be built on the property, the size of the buildings that may be
built, and the types of materials that can be used in their construction.
Reversionary clauses from deed restriction: Interest that exists when the grant is
limited such that it may possibly terminate on the occurrence of a condition
subsequent and title to the property returns to the original owner.
Zoning restriction: Municipal regulations having to do with structural and
architectural designs of buildings and prescribing the use to which buildings within
designated districts may be put.
Easements restriction (including access for maintenance rights, etc.): A nonpossessory interest in the land of another that gives the party a right of use over the
other person's property for a designated purpose.
Rights of way restriction: A right belonging to a party to pass over land of another.
The interest is the same as an easement with the owner of the soil retaining all other
rights and benefits of ownership consistent with the easement. The phrase is also
used to describe that strip of land upon which railroad companies construct their
road bed and, when so used, the term refers to the land itself, not just the right of
passage over it.
Mineral interests restriction: An interest in minerals in land, with or without
ownership of the surface of the land, and the right to take minerals or a right to
receive a royalty.
Water rights restriction: A legal right to use the water of a natural stream or water
furnished through a ditch or canal for general or specific purposes, such as irrigation,
mining, power, or domestic use, either to its full capacity or to a measured extent or
during a defined period of time.
Air rights restriction: The right to use all or a portion of the air space above real
property. Such right is vested by grant (e.g., fee simple, lease, or other conveyance).
Other restriction: All other restrictions that cannot be classified elsewhere.
Restrictions Not applicable: Restrictions are non-applicable to the real property
asset.
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APPENDIX J: Utilization Reporting
Required Building Types to Report and How to Calculate Utilization
Utilization is only required for the following five Building Predominant Use
categories:
Offices – ratio of occupancy to current design capacity.
Hospitals – ratio of occupancy to current design capacity.
Warehouses – ratio of gross square feet occupied to current design capacity.
Laboratories – ratio of active units to current design capacity
Housing – percent of individual units that are occupied park wide.
Utilization calculations should be reviewed annually, generally when the
annual condition assessment is made. There are varying formulas used to
determine the utilization rate for each of the required building types. Make
sure to read the definitions for the specific building type before calculating
the utilization percentage to assure accuracy.
NOTE: Each of these building types require utilization calculations only when
they occupy over 50% of a structure. When calculating utilization the
predominant use area is the basis for the calculation.
The following utilization categories will be used for reporting purposes:
1. Over Utilized
2. Utilized
3. Under Utilized
4. Not Utilized
NOTE: As noted in the table, certain utilization rates cannot be reported, these
are denoted as ‘N/A’. Records denoted as Office (DOI Code = 35100000) or
Housing (DOI Code = 3530xxxx or 3531xxxx) these Utilization choices are not
available in the FMSS.
Over
Utilized
Utilized
Under
Utilized
Not
Utilized
Office
(10)
>95%
Hospital
(21)
>95%
Housing
(30, 31)
N/A
Warehouse Laboratory
(40)
(74)
>85%
>85%
75-95 %
<75%
70-95 %
25-70 %
85-100 %
< 85%
50-85 %
10-50 %
60-85 %
30-60 %
N/A
<25%
N/A
<10 %
<30%
Table 1. Utilization Percentage Rates
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Office Space:
Gross Area: From the Federal Real Property Profile
Common Area: Mechanical/Electrical Rooms
Occupant: Permanent Employee, Volunteers, Contractors, Seasonal Employees
200 SF/Occupant: All Individual, Shared, Circulation, Storage Space, Conference
Rooms (Memorandum, November 28th, 2003, “Space management Utilization
Guidance”)
Net Square Usable Office Area (SF): The Gross Area (SF) minus the Common
Area (SF)
Actual Occupied Office Area (SF): Number of Occupants times 200SF/Occupant
Calculation: Actual Occupied Office Area (SF) divided by Net Square Usable
Office Area (SF).
Example: Grand Teton National Park’s administration office building is 25,060
GSF with a 60 SF mechanical room and 75 occupants. The formula is as follows:
15,000 = 0.6 x 100 = 60%
25,000
Refer to Table 1 for the resulting occupancy which in this case is underutilized.
Hospitals:
Calculation: Occupancy divided by current design capacity.
Housing:
All housing structures in a park are considered together when calculating the
utilization percentage. The park should identify a point of maximum occupancy,
generally during the seasonal hiring period to determine this percentage. Once
the percentage is determined it applies to all predominant use housing assets
regardless if they are vacant or have a period of vacancy. Multiple Occupancy
Units (Apartment buildings, Dorms, Bunkhouses, etc.) are considered occupied if
any portion, i.e., room or individual apartment, is occupied.
Calculation: Number of housing assets occupied divided by the total number of
housing assets.
Example: Great Basin National Park has 12 occupied housing assets during their
peak season and a total 15 housing assets the calculation is:
12 = 0.8 x 100 = 80%
15
Refer to Table 1 for the resulting occupancy which in this case is underutilized.
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Warehouse:
Gross Area: From the Federal Real Property profile
Common Area: Mechanical/Electrical Rooms, Restrooms, Conference Rooms,
Break Rooms, Stairwells, Corridors, Copy Rooms, Offices, Shops, etc.
Net Square Usable Warehouse Area: Gross Area (SF) minus the Common Area
(SF)
Actual Occupied Warehouse Area: The amount of floor area used for storage
(SF)
Calculation: Actual Occupied Warehouse Area divided by the Net Square Usable
Warehouse Area
Example: Mammoth Cave National Park has a warehouse with 14,000 SF gross
area and 1,000 SF of common area. The Actual Occupied Warehouse Area in
use is 12,500 SF.
12,500 = 0.96 x 100 = 96%
13,000
Refer to Table 1 for the resulting occupancy which in this case is over utilized.
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APPENDIX K: Index of Acronyms
AMRS
API
BOMA
CERCLA
CESS
CI
CRV
DM
DO
DOI
EO
FCI
FMP
FMSS
FRP
FRPC
FRPP
FY
GIS
GPS
GSA
GSF
HVAC
ID
IDF
LCS
MOU
NPS
OMB
PAM
PAMP
PFMD
PM
PMIS
PRV
PWE
RPUI
SAMO
SF
SRPO
WASO
WBS
Asset Management Reporting System
Asset Priority Index
Building Owners and Management Association
Comprehensive Environmental Response, Compensation and
Liability Act
Cost Estimating Software System
Condition Index
Current Replacement Value
Deferred Maintenance
Director’s Order
Department of the Interior
Executive Order
Facility Condition Index
Facility Management Program
Facility Management Software System
Federal Real Property
Federal Real Property Council
Federal Real Property Profile
Fiscal Year
Geographic Information System
Global Positioning System
General Services Administration
Gross Square Feet
Heating, Ventilating, and Air Conditioning
Identifier
Installation Data Files
List of Classified Structures
Memorandum of Understanding
National Park Service
Office of Management and Budget
Park Account Manager
Park Asset Management Plan
Park Facility Management Division
Preventive Maintenance
Project Management Information System
Plant Replacement Value
Primary Work Elements
Real Property Unique Identifier
Senior Asset Management Officer
Square Feet
Senior Real Property Officer
Washington Area Support Office
Work Breakdown Structure
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XML
Extensible Markup Language
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APPENDIX L: Glossary of Terms
Annual Maintenance – Maintenance performed to repair failures during the year
in which they occur. Includes preventive and/or cyclic maintenance performed in
the year in which it is scheduled to occur.
Asset – Real or personal property which the NPS desires to track and manage
as a distinct identifiable entity. It may be a physical structure or grouping of
structures, land features, or other tangible property which has a specific service
or function such as a farm, cemetery, campground, marina, or sewage treatment
plant. The term “asset” shall also be applied to movable items, such as vehicles
and equipment. Asset is the generic term for a piece of real property. In the NPS
FMSS each asset has an associated location record and the components of an
asset, or the equipment features, have an associated asset record in the FMSS.
Asset Categories - FMSS – Identifies nine primary asset categories to track and
report resource expenditures against (Site Area, Road, Trail, Grounds, Buildings,
Utilities, Marine / Waterway, Aviation/Railroad, and Unique Assets). The
categories are further defined by asset codes (e.g., Road, Parking Area, Bridge,
Tunnel).
Asset Codes – A four-digit numeric code that provides a further detail
breakdown of constructed assets related to their Asset Category in the FMSS
(i.e., Road 1100, Parking Area 1300, Bridge 1700, and Tunnel 1800).
Asset Priority Index – An asset evaluation process that quantifies the value of
an asset in relation to the mission of the park. The API utilizes a numeric rating
system whereby assets are ranked.
Cost Estimate – An educated guess of what an item would cost to repair or
replace. The estimate is based on previous experience with like assets in similar
condition and/or developed using a cost estimating program.
Condition Index – A general measure of the constructed asset’s condition at a
specific point in time. CI is calculated as the ratio of Repair Needs (Deficiencies)
to Replacement Value. In FMSS this is the FCI and it resides in the Location
application. For FRP reporting the FCI is Converted to the CI (CI = 1-(FCI)*100).
Cost of Ownership – Cost of ownership of a building is the total of all
expenditures an owner will make over the course of the building's service
lifetime.
Cyclic Maintenance – Work activities that recur on a periodic cycle of greater
than one year. Typical projects include re-roofing or re-painting buildings,
overhauling engines, and refinishing hardwood floors.
Facility Condition Index - FMSS – A measure of a facility’s relative condition at
a particular point in time. The FCI rating is a ratio of the cost of repair of the
asset’s deficiencies divided by the current replacement value for the asset.
Facility Management – The planning, prioritizing, organizing, controlling,
reporting, evaluation, and adjusting of facility use to support NPS activities based
upon customer's facility needs and the Service wide and Area's mission
requirements.
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Facility Management Software System – An enterprise asset-based work
identification, work management, and work analysis software system. This
“cradle to grave” asset and work management system allows a park, region, or
WASO to track all aspects of work related to a specific asset, such as planning
and design, construction, operations/maintenance, and rehabilitation or removal.
Facility Maintenance – The recurring day-to-day work required to preserve
facilities (buildings, structures, grounds, and utility systems) in such a condition
that they may be used for their designated purpose over an intended service life.
It includes the cost of labor, materials, and equipment. Maintenance minimizes or
corrects wear and tear and thereby forestalls major repairs. Maintenance
includes preventative maintenance; cyclic maintenance; normal repairs;
replacement of parts and structural components; periodic inspections;
adjustments; lubrication; cleaning (non-janitorial) of equipment; painting;
resurfacing; and other actions to assure continuing service and to prevent
breakdown.
Facility Operations – Those activities related to a building's normal performance
of the functions for which it is intended. The costs of utilities, janitorial services,
window cleaning, rodent and pest control, and waste management are generally
included within the scope of operations and are not maintenance.
Facility – A term used to encompass land, buildings, other structures, and other
real property improvements, including utilities.
Hierarchical Relationships - FMSS – Classifies location records, asset records
and work orders according to various criteria into successive levels or layers. The
layers are titled “parent” or “child.”
Inventory – The enumeration and identification of the assets and their functions
that are to be managed and maintained by a park. The inventory is the
foundation for effective facilities management. The inventory should permit
identifying maintainable items including those subject to preventative
maintenance.
Legal Interest – Used to identify a real property asset as being owned by the
Federal Government, leased by the Federal Government (i.e., as lessee), or
otherwise managed by the Federal Government.
List of Classified Structures – A list of important/historic structures/assets,
which are nationally recognized.
Maximo® – IBM’s Maximo for facility management is the core software
application that the NPS FMSS operates on.
Mission Dependency – The value an asset brings to the performance of the
mission as determined by the governing agency. This is derived from the API in
the Location application.
National Historic Landmark– A designation given to constructed assets that
have national historical significance as defined by the Secretary of the Interior. A
constructed asset may be designated individually or as part of a district or site.
National Register Listed – The constructed asset is listed in the National
Register of Historic Places either individually or as part of a district or site.
National Register Eligible –The constructed asset has been determined and
documented as being eligible for listing in the National Register of Historic Places
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by the State Historic Preservation Officer or the Keeper of the National Register.
The constructed asset may be eligible for listing individually or as part of a district
or site.
Park Alpha Code – A four character alphabetic code representing a NPS park
unit derived from the first two characters of the first two words of the unit name.
Parent Relationship - FMSS – Assets and work-orders have a hierarchical
relationship, with Parent having a higher level than the Child.
Plant Replacement Value – In the FMSS this is the CRV.
Preventive Maintenance – Planned, scheduled servicing, repairs, inspections,
and adjustments that result in fewer breakdowns, prevent premature
replacement, and extend the useful life of facilities and equipment.
Real Property – Any interest in land and anything permanently attached to it,
including structures, fixtures, and their improvements.
Recommended Field - FMSS – These fields are not indicated on the screen but
will link other NPS programs to FMSS and reduce duplicate entries across park
unit disciplines. It is highly recommended that these fields be completed to allow
for a smooth transition when this interfacing takes place.
Regional Coordinators – Regional Directors Office Coordinators responsible for
providing support and direction over the System Support Offices and Field units
(Park Service areas) assigned to them.
Rentable Square Feet – Rentable space is the area for which a tenant is
charged rent. It is determined by the building owner and may vary by city or by
building within the same city. The rentable space usually includes a share of
building support/common areas such as elevator lobbies, building corridors, and
floor service areas. Floor service areas typically include restrooms, janitor
rooms, telephone closets, electrical closets, and mechanical rooms. The
rentable space generally does include vertical building penetrations and their
enclosing walls, such as stairs, elevator shafts and vertical ducts. Presently all
GSA Public Buildings Service Bills for Space and Services are calculated in
rentable square feet therefore in order to determine the BOMA usable square
feet of the space, a calculation is required. Since each building has a unique
conversion factor (R/U ratio) the GSA rental billing gives the conversion factor
necessary for the space calculation and/or the amount of Common Space that is
included in the Rentable square footage. (Source: Building Owners and
Management Association)
Replacement Cost (Current Replacement Value) – Standard industry costs
and engineering estimates of materials, supplies, and labor required to replace a
facility at its existing size and functional capability. This cost includes current
costs for planning/design, construction, and construction management.
Required Field - FMSS – Indicated by a red asterisk, these fields require a userentered value before the record can be posted. A record may contain one or
more required fields.
Routine Maintenance/Operations – Work activities performed on an annual,
recurring basis that are intended to meet routine, daily park operational needs.
Typical work performed under operations includes janitorial and custodial
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services, snow removal, operation or purchase of utilities (water, sewer, and
electricity), grounds keeping, etc.
Senior Asset Management Officer - The individual at the Associate Director
level who oversees Asset Management within a bureau.
Specification Template - FMSS – A data collection template used to document
specific information and attributes of assets maintained within the National Park
Service.
Senior Real Property Officer - The individual at the Departmental level who
oversees Asset Management in the Department.
Usable Square Feet – Shall be computed by measuring the area enclosed by
the finished surface of the room side of the corridors (corridors in place as well as
those required by local codes and ordinances to prove an acceptable level of
safety and/or to provide access to essential building elements) and other
permanent walls, and the center of tenant-separating partitions. Building
common areas are considered to be part of floor usable area. No deduction shall
be made for columns and projections necessary to the building. Where alcoves,
recessed entrances, or similar deviation from the corridor are present, BOMA
Usable Square Feet shall be computed as if the deviation were not present.
Source:
Utilization – The state of having been made use of (i.e., the rate of utilization).
For calculations see Appendix J.
Value List - FMSS – A pre-programmed set of values, attached to a field. The
field will only allow the user to enter one of the values contained in the value list.
Work Breakdown Structure – a common framework for the natural
development of the overall planning and control of a contract. It is the basis for
dividing work into definable increments from which a statement of work can be
developed, and technical, schedule, cost, and labor hour reporting can be
established (NASA, 2001).
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APPENDIX M: Additional On-Line Resources
Director’s Order #80: Real Property Asset Management
http://www.nps.gov/policy/DOrders/DOrder80.htm
Executive Order 13327
http://www.doi.gov/pam/ExecutiveOrder13327.pdf
Federal Real Property Council
http://www.gsa.gov/Portal/gsa/ep/contentView.do?contentType=GSA_OVERVIE
W&contentId=17574
GSA Office of Real Property Management
http://www.gsa.gov/Portal/gsa/ep/contentView.do?contentType=GSA_OVERVIE
W&contentId=10706
NPS Property Management Program
http://165.83.197.120/new_PM_website/counter/index.cfm
(You must be behind the NPS firewall to access this site.)
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