US Army Medical Command Real Estate / Real PropertyReal

US Army Medical CommandReal Estate / Real PropertyReal Estate / Real Property

Program

US Army Medical Command HeadquartersUS Army Medical Command HeadquartersAssistant Chief of Staff for Installations, Environment, and Facilities

Management (ACSIE&FM)2050 Worth Road Suite 22 (MCFA)2050 Worth Road, Suite 22 (MCFA)

Fort Sam Houston, TX 78234

Deborah Hamlin Real Property Program ManagerDeborah Hamlin, Real Property Program ManagerComm: 210-221-7980 DSN: 471-7980Email: [email protected]

UNCLASSIFIED

ACSIEFM Mission Statements

ACSIEFM Vision: Consistently high standard of health facilities worldwide to support the Army Medical Department’s missions

ACSIEFM Mission: Provide a consistently high standard of facilities necessary to support Army Medical Department missions through cost effective facility acquisition, operation, sustainment, restoration and modernization

ACSIEFM Office Vision: An organization that highly qualified and motivated people seek out as a place of employmentemployment

SlUNCLASSIFIEDDeb Hamlin/MCFA/210-221-7980/[email protected]

Real Property Definitions

• A facility is an item of Real Property and may be a building, structure, utility system, or land. Each real property asset is assigned a facility number. Facilities are reported in the real property inventory with

i t it f t d th ti t d tappropriate unit of measures, costs and other pertinent data.

• Buildings are a facility on a space of land, covered by a roof, enclosed by walls, and usually with flooring.

• Structures are those facilities classified as other than land, building, or utility system. Examples of structures are: bridges, waterfront improvements, fences, flagpoles, swimming pools, towers, tent frames and floors, hutments, historical monuments, permanent grandstands and bleachers, sidewalks, and parking lots.

• Utility system is a network which provides a service or a commodity necessary to keep a facility operational, for example: water, electric, gas, sewer, etc.

• Land is captured that is owned by the Army or under the custody and accountability of the Army. This includes land acquired by purchase, condemnation, and donation, transfer or other means as described in AR405-10.

• A category code is a classification to describe the type of facility (medical center, hospital, laboratory, warehouse, etc.)


Real Property

• The Army Real Property Inventory (RPI) is the CURRENT “Official” database of record for on-hand real property assets. It is maintained at the installation level by facility level of detail and ishand real property assets. It is maintained at the installation level by facility level of detail and is known as the on-hand inventory.

• The RPI is migrating to the General Fund Enterprise Business System (GFEBS). GFEBS will become the official database as sites “go live”become the official database as sites go-live .

• Installations report to HQDA regularly. The data is uploaded to Headquarters Executive Information System.

• The installation asset is the inventory view of the installation for HQDA. The information is used for planning purposes and to report to Congress, GSA, GAO, OSD and other leadership.

• The RPI is used to prepare the annual financial statements on real property; drive POM facility sustainment budget; support MILCON requirements; validate installation capability for realignment/closure; basis for installation master planning; basis for the Installation Status Report (ISR) facility condition assessment survey; stationing analysis coupled to capacity, condition and(ISR) facility condition assessment survey; stationing analysis coupled to capacity, condition and types of facilities; and analysis and decision done at DA when there is no time or not appropriate to check details with installations.

• RPI is the baseline for other systems such as RPLANS ISR and Aim Hi If the data is not

SlUNCLASSIFIED

• RPI is the baseline for other systems, such as RPLANS, ISR, and Aim-Hi. If the data is not correct in the real property inventory, it will not be correct in the other systems.

Deb Hamlin/MCFA/210-221-7980/[email protected]

Real Property VS Personal Property

• Real property consists of lands and improvements to land, buildings, and structures, including improvements and additions, and utilities. It includes equipment affixed and built into the facility as an integral part of the facility (such as heating systems), but not movable equipment (such as plant equipment). In many instances, this term is synonymous with "real estate".

P l t i t t t id d• Personal property is any government property not considered real property. EXAMPLE: relocatable buildings


Baseline Inventory

• The management of the real property program involves ensuring that MEDCOM’s inventory of baseline facilities is accurate; able to be adjusted; includes proposed additions deletions and projections; and encompasses asset utilization issues Thisadditions, deletions and projections; and encompasses asset utilization issues. This management process is inexorably linked to the current and future Department of Defense / TRICARE Management Activity requirements for reporting, funding and management. It also serves as the basis for sustainment funding.

• The HQ MEDCOM Real Property Program Manager (RPPM) will manage all adjustments to the baseline inventory and update the inventory on a quarterly basis. The adjusted baseline will be used to report sustainment, restoration, modernization, and operation requirements; to determine budget allocations for sustainment of facilities; quarterly and annual reconciliation reporting; and Performance Measure 1 –Utilization; Performance Measure 2 - Condition Index; Performance Measure 3 –Mission Dependency; and Performance Measure 4 – Annual Operating Costs.ss o epe de cy; a d e o a ce easu e ua Ope a g Cos s

• The RPPM assists in ensuring the accuracy of the Integrated Facilities System real property database; assists in inventory reconciliation; facility inventory assessments; assists in implementing the Facilities Reduction Program; provides technicalassists in implementing the Facilities Reduction Program; provides technical guidance on real property classification issues; provides technical support and guidance on the preparation of real estate documents; and develop methods and procedures in real property acquisition, management and disposal for the overall C d l t

SlUNCLASSIFIED

Command real property program.


Baseline Inventory Adjustments

Adjustments to the baseline inventory include the following:Addition – add an asset to the baseline inventory Deletion – delete an asset from the baseline inventoryDeletion – delete an asset from the baseline inventory Quantity/Unit of Measure Changes – change the amount of space for an asset Changes in real property category code – temporary or permanent change in

the use of an asset

When an MTF determines that an adjustment is required, they will prepare the MEDCOM Baseline Inventory Adjustments and Projections Form (BIAFP), attach a memo from the MTF Commander, route through the Regional Commander to the ACSIEFM RPPM for action.

After MEDCOM staffs the request, notification will be returned through the Region. If the request is approved for an immediate change, the MTF will be instructed to e eques s app o ed o a ed a e c a ge, e be s uc ed orequest the DPW to initiate the change.

If the approval is for a future projection, it will be added to the list of projections. Once the asset is accepted then the MTF will notify the ACSIEFM RPPM to add theOnce the asset is accepted, then the MTF will notify the ACSIEFM RPPM to add the asset to the baseline.


Relocatable Buildings

• AR 420-18, Chapter 5, Relocatable Buildings, establishes Army policy and procedures for the authorization, acquisition, use, sustainment, and disposition of relocatable buildings. It applies to relocatable buildings purchased or leased as personal property or purchased as temporary real property in lieu of permanent real property, regardless of the source of funds.permanent real property, regardless of the source of funds.

• Definition – a short-term (normally 3 years or less), urgent requirement for facilities due to transitory peak military missions, deployments, military contingency operations disaster relief requirements or pending approval andcontingency operations, disaster relief requirements, or pending approval and construction of real property facilities via normal military construction programs.

A l t bl b ildi i l t b ildi d i d t b dil• A relocatable building is a personal property building designed to be readily moved, erected, disassembled, stored, and reused.

• Approval must be obtained prior to lease or purchase of relocatable buildings and must contain an exit strategy.

• After lease or purchase, approval must be obtained for any change in use or when requirement will extend beyond the approved time limit.

SlUNCLASSIFIED

when requirement will extend beyond the approved time limit.


Leases

Acquisition of a leasehold interest in real property may be justified when it is demonstrated that the function to be accommodated is an essential activity and locating of the function on other than Government-ownedto be accommodated is an essential activity and locating of the function on other than Government owned space is vital to the accomplishment of the assigned mission. The approval process for an in-lease is lengthy and starts with the garrison providing a Statement of Non-Availability. Once the MTF/Activity receives the SONA, the MTF/Activity will follow the Lease Request Checklist. The request will be signed by the MTF/Activity Commander, forwarded to the Regional Commander for concurrence and then up to HQ y g pMEDCOM. HQ MEDCOM will forward the lease approval package to the appropriate IMCOM Region to HQIMCOM to HQDA for final approval. The US Army Corps of Engineers is the Army’s authorized agent to negotiate and enter into a lease. No leases may be entered into with an IMPAC card (example: storage units). In-leases are NOT programmed for funding through SRM.

If the annual rental amount exceeds $750,000, then Congress must be notified.

If the annual rental amount exceeds $1,500,000, then a land acquisition waiver must be requested from OSD

If the build-out costs exceed $750,000, then the funds must be requested under MILCON.


Lease Request Checklist

STEP ONESTEP ONE Memorandum from MTF/Activity Commander to Garrison Commander requesting space on the installation.

STEP TWO Once the MTF/Activity receives a Statement of Non-Availability from the Garrison, MTF/Activity will prepare a lease request package and

forward to their Regional Medical Command for review and concurrence After review and concurrence the RMC will forward theforward to their Regional Medical Command for review and concurrence. After review and concurrence, the RMC will forward thepackage with endorsement to MEDCOM Headquarters (ACSIEFM) and include the following:

1. Action officer, name, phone number(s) and email2. Unit identification code (UIC) for each unit to be moved3 Completed SF 81 to identify ALL space requirements (active duty civilian contractor and others if appropriate) equipment and special use space3. Completed SF 81 to identify ALL space requirements (active duty, civilian, contractor, and others if appropriate), equipment and special use space

(laboratory, clinical, etc.) Attach supporting documentation (Program for Design or Spreadsheet used to determine space requirements)4. Authorization documents for each unit/element requiring space (TDA, TO&E, MTO&E, etc)5. AT/FP requirements (and other special needs)6. AR 5-10 or Business Case Analysis, if required7. Desired date of occupancy and term lengthp y g8. Statement justifying need for lease space 9. Statement addressing additional needs (e.g. furniture, IT, parking, etc.)10. Address USACE administrative/lease execution costs11. Statement of Non-Availability from all DoD installations within a 50 mile radius12. Identify proposed lease locationy p p13. Identify exit strategy (MILCON, MCA, transition space, swing space, etc.)14. Impact if lease is not approved15. Statement that funds are available for the lease and/or build-out

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UNCLASSIFIEDHamlin/MCFA/210-221-7980/[email protected]

Real Property Reconciliation

Department of Defense Instruction (DoDI) 4165.14, Real Property Inventory and Forecasting, directs the Secretaries of the military departments (and subordinate organizations) on an annual basis to conductSecretaries of the military departments (and subordinate organizations) on an annual basis to conduct reconciliation of their real property. The reconciliation report element provides a mechanism whereby information gathered in the real property baseline inventory management process is accurately and approximately reported to higher headquarters. MEDCOM’s real property management program provides a process for reconciliation that is predicated on effective and efficient use of the real property baseline p p p p yinventory adjustment process.

DA sends Integrated Facilities System (IFS) data reports to the TRICARE Management Activity (TMA) via electronic format on a quarterly basis. The report displays assets that align TMA as the user, sustainer or

l Th ili ti i l d ili ti f th MEDCOM b li i t i t IFSreplacer. The reconciliation process includes reconciliation of the MEDCOM baseline inventory against IFS data. Discrepancies are identified and those discrepancies are resolved through RPPM or FM action. If changes to the IFS are required, the RPPM will request the FM effect appropriate changes through the garrison real property accountable officer.


Performance Measure Reporting

Pursuant to Executive Order (EO) 13327, the Federal Real Property Council (FRPC) issues real property reporting requirements to agencies.

EO 13327 “Federal Real Property Asset Management” was created to promote efficient and economical use of the Federal Government’s real property assets. The EO established the interagency Federal Real Property Council, the role of the Senior Real Property Officer, and the mandated creation of a centralized real property database.

EO 13327 requires agencies to report all owned, leased and otherwise managed (otherwise managed properties are state or foreign government-owned properties where a US state or foreign government holds title to the real property, but rights for use have been granted to a Federal Government entity in an arrangement other than a leasehold)arrangement other than a leasehold).

EO 13327 identified four performance measures that MEDCOM is required to report to DA. They are:

Performance Measure 1 – Utilization (hospitals, laboratories and medical warehouses)

Performance Measure 2 – Condition Index. CI is a general measure of the constructed asset’s condition at a specific point in time. CI is calculated as the ratio of Repair Needs to Plant Replacement.

P f M 3 Mi i D d Th l t b i t th f f thPerformance Measure 3 – Mission Dependency. The value an asset brings to the performance of the mission as determined by the governing agency.

Performance Measure 4 – Annual Operating Costs – consist of recurring maintenance and repair costs; utilities; cleaning and/or janitorial costs; and roads/grounds expenses (grounds maintenance landscaping

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utilities; cleaning and/or janitorial costs; and roads/grounds expenses (grounds maintenance, landscaping, and snow and ice removal from roads)

UNCLASSIFIEDDeb Hamlin/MCFA/210-221-7980/[email protected]

General Fund Enterprise Business SystemGeneral Fund Enterprise Business System (GFEBS)

HQ MEDCOM FacilitiesDeborah Hamlin(210) 221-7980( )

Email: [email protected]

Briefing Overview

MEDCOM Implementation Road MapMEDCOM Mission Statement Implementation PrinciplesSystem Impacts to MEDCOMMEDCOM Activity ImpactsPlanned Wave ScheduleDeployment ProcessChallenges

Purpose

Provide status and way-ahead forProvide status and way ahead for ACSIEFM in implementing, using

and sustaining GFEBSand sustaining GFEBS

MEDCOMMEDCOM Implementation Road Map p p

Mission Statement

USAMEDCOM successfully implements the General F d E i B i S (GFEBS) R lFund Enterprise Business System (GFEBS), Release

1.4, in accordance with OMB Circular A-127.

Implementation Principles

Li it t b l & t ti l i t t th h lthLimit turbulence & potential impacts to the healthcare mission.

L th A ’ GFEBS d l t ff t tLeverage the Army’s GFEBS deployment effort to reduce MEDCOM’s manpower & fiscal requirements.

E t bli h i i ti & k tiEstablish an aggressive communications & marketing plan (Activity Commander to the User Level)

P h f d t h i l ti t dd MEDCOMPush forward technical expertise to address MEDCOM specific concerns.

P id t d l t t d t i tProvide post-deployment support and sustainment training

System Impacts to MEDCOM

Systems Eliminated Interface Requiredy

STANFINS- Standard Finance SystemdbCAS- Database Commitment Acct SystemATLAS- Acct Transaction Ledger Archival System

q

AXOL- Access OnlineDMLSS- Defense Medical Logistics Standard

Supportg ySOMARDS- Standard Operation and Maintenance

Army Research and Development SystemRSBUX- Resource Summary & Budget ExchangeFMIS- Financial Management Info System

TEWLS- Theater Enterprise Wide Medical Logistics SystemCHCS- Composite Health Care SystemTPOCS- Third Party Outpatient Collections SystemEASIV Expense Assignment System IVPBAS- Program Budget Automated System

DARS- Database Accounting Reconciliation systemGTS- Government Transportation SystemCAPS- Computerized Acct Payable

EASIV- Expense Assignment System IVBLMS- Biodefense Laboratory Management SystemDCAS- Defense Cash Accountability SystemDCPS- Defense Civilian Pay SystemDTS Defense Travel SystemCAPS-W- Computerized Acct Payable-Windows

ODS- Operational Data StoreOLRV- On-Line Report ViewHQARS- Headquarters Accounting and Reporting

System

DTS- Defense Travel SystemSPS- Standard Procurement SystemWAWF- Wide Area Work FlowPBUSE- Property Book Unit Supply EnhancedDMHSRSi Defense Medical Human Resource SystemSystem

SARSS- Standard Army Retail Supply SystemIATS- Integrated Automated Travel SystemIFS – Integrated Facility System

DMHSRSi- Defense Medical Human Resource System InternetATRRS- Army Training Requirements & Resources System

Purple - DOD SystemGreen Army SystemGreen – Army SystemGrey – TMA SystemRed – MEDCOM System

MEDCOM Activity ImpactsClinical Functions Business Functions

Logistical Requisition/ Management

BudgetaryFunctions

Accounting Functions

Third Party Collections, MSA & Claims

Accounts Payable

Real Property &Real Property & Equipment Management

Pl d W S h d lACTIVITY

Pre DeploySite Visit

Tng StartDate

Go LiveDate Comments

Wave 1

Planned Wave ScheduleWave 1Jackson 25-26 Aug 08 TBD TBD Removed from R 1.3, Awaiting Reschedule, Plan wave 3Stewart 14-17 Oct 08 TBD TBD Removed from R 1.3, Awaiting Reschedule, Plan wave 3Benning 20-23 Oct 08 TBD TBD Removed from R 1.3, Awaiting Reschedule, Plan wave 3Wave 2HQ MEDCOM (slice) 21 22 Jan 09 4QFY09 1 Oct 09 Fund distribution & central accts used by MTFsHQ MEDCOM (slice) 21-22 Jan 09 4QFY09 1-Oct-09 Fund distribution & central accts used by MTFsRucker 18-20 Nov 08 4QFY09 1-Oct-09 USAARL to be determinedGordon 2-4 Dec 08 4QFY09 1-Oct-09 Ind Buchanan, McPhearsonKnox 17-19 Nov 08 4QFY09 1-Oct-09Bragg 13-16 Jan 09 4QFY09 1-Oct-09Campbell 2-5 Dec 08 4QFY09 1-Oct-09Campbell 2 5 Dec 08 4QFY09 1 Oct 09Polk 9-11 Dec 08 4QFY09 1-Oct-09Belvoir TBD TBD TBD Removed from Wave 2, Awaiting RescheduleEustis TBD TBD TBD Removed from Wave 2, Awaiting RescheduleRedstone 9-11 Dec 08 4QFY09 1-Oct-09Drum TBD TBD TBD Removed from Wave 2, Awaiting ReschedulegWave 3Ft Lee 3QFY09 1QFY10 1-Jan-10Detrick 3QFY09 1QFY10 1-Jan-10 Defer part or all until FY11Meade 3QFY09 1QFY10 1-Jan-10 Off post clinics issueAPG 3QFY09 1QFY10 1-Jan-10 CHPPM onlyNatick 3QFY09 1QFY10 1-Jan-10Wave 4NCR 4QFY09 2QFY10 1-Apr-10West Point 4QFY09 2QFY10 1-Apr-10Huachuca 4QFY09 2QFY10 1-Apr-10Sill 4QFY09 2QFY10 1-Apr-10Leonard Wood 4QFY09 2QFY10 1-Apr-10

Planned Wave Schedule

ACTIVITYPre DeploySite Visit

Tng StartDate

Go LiveDate Comments

Wave 5Lewis 2QFY10 4QFY10 1-Oct-10Carson 2QFY10 4QFY10 1 Oct 10Carson 2QFY10 4QFY10 1-Oct-10Leavenworth 2QFY10 4QFY10 1-Oct-10Hood 2QFY10 4QFY10 1-Oct-10Sam Houston 2QFY10 4QFY10 1-Oct-10Bliss 2QFY10 4QFY10 1-Oct-10

Wave 6TAMC 4QFY10 1QFY11 3-Jan-11Irwin 4QFY10 1QFY11 3-Jan-11Alaska 4QFY10 1QFY11 3-Jan-11Japan 4QFY10 1QFY11 3 Jan 11Japan 4QFY10 1QFY11 3-Jan-11Korea 4QFY10 1QFY11 3-Jan-11

Wave 7Europe 4QFY10 2QFY11 1-Apr-11

The Deployment ProcessWave 2 Dates

Establish Guidanc

15 NovData Cleansing Completed

1 Aug

Inform FD’s/FM’s

Dec - AugGO-LIVE !

1 OCT

GFEBSe

Nov - Jan 24 Mar

Completed

Jul – Sep Pre-deployment Site Survey User Roles

DefinedTraining

STANFINSDec: Establish MEDCOM Guidance on Operating under GFEBSNov-Jan: Installation Pre-Deployment Site Survey’sDec-Aug: Inform FD’s and FM’s on MEDCOM Guidance24 Mar: Users identified and assigned GFEBS roles1 Aug: Data cleansing to be completed; data uploaded 15 AugJul-Sep: Computer Based Training (CBT) and Instructor Lead Training (ILT)

d d iconducted on-site

Pre-Deployment Site Survey Transition In-BriefsTransition In BriefsGFEBS DemonstrationSupervisor Workshops (Establish GFEBS User Roles)Establish Logistical & Training Support RequirementsSite Unique Issues

Day 1 Day 2-3900 Executive Leadership Session GFEBS Demos

1100 Lunch Lunch1100 Lunch LunchWorkshops-Role To User Mapping

1200 General Session (End Users) -Conversion1600 End Session End Session

R l D t i ti Th C iti l Fi t StRole Determination: The Critical First Step

GFEBS System Rules

8Funds Management

21Financial ManagementUser Roles

GFEBS Business Process

121 GFEBS User Roles

Job AidJob Series

7Real Property

17Cost Management

19Spending Chain

18Reimbursables

Comp ter Based

Job SeriesSystem's replacedGFEBS TasksCurrent Tasks

Lessons LearnedF t C l

4Equipment & Assets

11Project Systems

16Plant Maintenance

p y Computer BasedInstructor LeadTraining

Frequent vs. Casual

Managers, S iSupervisors

Ch llChallenges

Coordinating with IMCOM on interpretation ofCoordinating with IMCOM on interpretation of DPW business operations

Training – initial computer/instructor lead and sustainment training

Regional ownership of GFEBS implementation

Data Cleansing (DMLSS & IFS)

Real Property Ownership in GFEBS

MEDCOM Points of Contact

LTC William LaChance, Fin & Acctg, (210) 295-2862LTC James Snow, Log Operations, (210) 221-8527 Mr. Dick Mercer, GFEBS Team Lead, (210) 295-0867Ms. Denise Johnson, Log Systems, (210) 221-8056Mr. Duke Williams, Info Mgt, (210) 221-7274Ms. Deborah Hamlin, Fac Mgt, (210) 221-7980Ms. Deborah Bush, UBO, (210) 221-8339Ms. Carrie Proctor, MEDCOM GFEBS, (706) 787-3034 (SERMC)

Questions

Documents

US Army Medical Command Real Estate / Real PropertyReal