1 Facilities Information Management System FIMS Location Addresses and Geographic Location Codes...

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Facilities Information Management System

FIMS Location Addresses and Geographic Location

Codes

2009 FIMS/Real Estate WorkshopMemphis, TNJune 4, 2009

Prepared by: Gayle Smith, Energy Enterprise Solutions

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FIMS Location Addresses

What FIMS fields are we talking about? Main Location Location Zip Code Location State Location City Location County Location Congressional District

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FIMS Location Addresses

Tracked for the Federal Real Property Profile (FRPP) reported assets - DOE Owned, DOE Leased, and Contractor Leased

Reported to the FRPP yearly Validated annually during the FIMS Site

Validations

Let’s take a look at each data field!

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Main Location

FIMS Definition The street address for the owned real property

asset For assets with no street address, report the

street address of the main gate Report the zip code of the asset(s) For linear assets that span multiple zip codes,

report the zip code at the beginning or end point of the asset

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Main Location

FIMS Definition cont. Do not use the following in this field:

Mailing address that is different than the location address

Building Name Street corner (e.g. 19th & F Streets) Other Descriptions (such as a Post Office box

number)

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Main Location

Examples of current incorrect FIMS data: Penn and H Street (street corners) Upton, NY (city and state) University of Note Dame (not a street address) New Property (appears to be a place holder) West Ky, WMA/KOW (state, not a street address) Y-12 Bldg. 2005 (appears to be a building identifier) Scoville, ID 83415 (city, state, zip – not acceptable)

Please review your Main Locations for proper requirements

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Main Location

Source Documents If a street address is used, an acceptable source

document would be letterhead/envelope/site webpage showing address (not a PO Box) or a memo/email from admin or the mailroom stating the street address

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Main Location

Source Documents (cont) If the street address of the main gate is used, the

best source document would be a site document stating the main gate address and additionally, a site map that clearly identifies the assets by FIMS property id within the site boundaries or a list of the assets residing within the confines of the main gate signed by the subject matter expert (SME) Source documents need to backup the main gate

address as well as show that the assets are located at the site

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Main Location Source Documents (cont)

If zip code is used as the Main Location, a possible source document would be a memo/email from admin or the mailroom documenting the zip code, a letter from the US Post Office documenting the zip code, or a site web site displaying address

www.zip-codes.com cannot be used as a source document for main location It does not provide proof that the assets/site resides at the

provided zip code After the Main Location zip code is documented, zip-

codes.com can be used for the remaining location fields (city, state, county, and congressional district)

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Location Zip Code

FIMS Definition The 5-digit zip code associated with the reported

Main Location in which the land, building or structure is located

Source Documents Letterhead, signed and dated memo/email from

admin, post office, or the mailroom If www.usps.com is used as the source

document, you must use their option to ‘Search by Address’ using the validated Main Location address

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Location State

FIMS Definition The 2-digit Geographic Location Code (GLC) for

the State or District of Columbia associated with the reported Main Location in which the land, building or structure is located

Source Documents Letterhead, memo/email from admin or the

mailroom, www.usps.com or www.zip-codes.com

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Location City

FIMS Definition The 4-digit Geographic Location Code (GLC) for

the City or town associated with the reported Main Location in which the land, building or structure is located

Source Documents Letterhead, memo/email from admin or the

mailroom, www.usps.com or www.zip-codes.com

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Location County

FIMS Definition The 3-digit Geographic Location Code (GLC) for the

County associated with the reported Main Location in which the land, building or structure is located

Source Documents Letterhead, memo/email from admin or the mailroom,

www.usps.com or www.zip-codes.com

Let’s discuss the Geographic Location Codes

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Geographic Location Codes

The Location State, Location City and Location County all use Geographic Location Codes (GLC)

What are GLC? The GLC list provides the number and letter

codes that federal agencies should use for reporting data to the Federal Real Property Profile (FRPP), as directed by the Federal Real Property Council (FPRC).

City=0350 State= 47 County=001

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Geographic Location Codes

How are these code input into FIMS and how do they tie together? The Location State is first chosen from the pick list of

available states Based on the Location State selection, the FIMS Location

City picklist is populated with appropriate City values. A city is chosen from the available list.

Again based on the Location State and Location City selections, the FIMS Location County picklist is populated with appropriate values. A county is chosen from the available list.

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Geographic Location Codes

FIMS Location Window

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Geographic Location Codes

Why can this cause problems? If you are using a site main gate address as your

Main Location, you must use the state, city, county and congressional district values that are associated with the site gate address

Several sites span multiple counties. In the majority of the cases, the multiple counties are not available from the picklist with the state and city combination chosen. All assets have to be listed under the one available county.

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Geographic Location Codes

County 1

Main Gate

County 2

1

4

5

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Geographic Location Codes

Why can this cause problems ? (cont) The only solution to allow the selection of another

county would be to provide a different Main Location and associated state and city that is within the county desired This is not usually the preferred choice. Remember

additional Source documents would need to be provided for this Main Location and address.

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Location Congressional District

FIMS Definition The value for the Congressional District associated with the

reported Main Location in which the land, building or structure is located

The FIMS Congressional District pick list is populated with appropriate values based on the Location State that is selected

Source Documents www.house.gov or www.zip-codes.com – both of these site

require input of zip code or zip code + 4 We do not want to see a map of the congressional district

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