Project Bridge User Guide 2010 - Eppley...

Project Bridge User Guide 2010

Timothy Harvey Facility Management Officer WASO-PFMD National Park Service

Elizabeth A. Dodson Training Manager

WASO-PFMD National Park Service

Ellen Bullock PMIS Servicewide Coordinator

WASO-Budget Formulation National Park Service

October 2010

Stephen A. Wolter Executive Director

Zachary Carnagey Project Manager

Christy McCormick Project Team

Eppley Institute for Parks & Public Lands Indiana University Research Park 501 N. Morton Street, Suite 101

Bloomington, IN 47404 812.855.3095

Acknowledgments

Eppley Institute for Parks and Public Lands Zachary Carnagey John Drew Allene Lowrey Christy McCormick Andrea Titzer

National Park Service Contributors Scott Vantrease Jason Huart Maria Davis Phil Ayers Connie Watkins Bill Chapman Jim Warfield Buck Buchanan Keith Johnston Tony Ipri Julie Guyot Joan Russell

Steve Kovar Sandy Pusey Jeff Reed Tom Ronay Lissa Spomer Yvette Chavez Jenny Dems Becky Debs Rick Maestas Betsy Dodson Jeri Mihalic Mary Hazell

Sarah Hoban Patrick McGeehan Wendy Townsend Sherry Plowman Stacey Hester Marty Sutherland Larry Jessen Geoff Swan Sandhya Soni Ellen Bullock Helen Price Nancy Pearson

This publication 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 2010, the Trustees of Indiana University on behalf of the Eppley Institute for Parks and Public Lands

Table of Contents

CHAPTER 1 INTRODUCTION TO THE PROJECT SCOPING TOOL ...................................... 1

Introduction .............................................................................................................................. 3 Process Flow Chart .................................................................................................................. 6 Getting the Most Out of this Manual ....................................................................................... 7 FMSS Critical Data Fields ........................................................................................................ 9 Login to the PST ..................................................................................................................... 11

Basic Navigation in the PST .................................................................................................. 13 Home Tab ........................................................................................................................ 13 Location Records, Asset Records, and Work Order Records Tabs ................................. 13 Search and Filter .............................................................................................................. 13

Project Records Tab ........................................................................................................ 15 Project Explorer ................................................................................................................ 16

PST Icons ......................................................................................................................... 17 Guide to Bundling Work Orders............................................................................................ 19

Bundling Methods ............................................................................................................ 19

CHAPTER 2 CREATING A PST PROJECT ............................................................................ 21

Search for Work Orders ......................................................................................................... 23 Search for Work Orders Based on Location Records ...................................................... 23 Results Table and Refining Search .................................................................................. 26

Modify Display .................................................................................................................. 29 Search for Work Orders Based on the FMSS Asset Records .......................................... 29

Asset Records Results Page ............................................................................................ 30

Edit Asset Records ........................................................................................................... 31

Search for Work Orders by Work Order Information ........................................................ 33 Work Order Records Results Page .................................................................................. 35

Save Search Criteria ........................................................................................................ 36 Edit Work Orders .................................................................................................................... 39 Create a PST Project .............................................................................................................. 41

Add Work Orders to an Existing PST Project ................................................................... 47 PST Project Summary Information ................................................................................... 49

Creating a Sequenced Project ......................................................................................... 51 PAMP Upload ................................................................................................................... 55

Search for PST Projects ........................................................................................................ 57 Edit PST Projects ................................................................................................................... 61

Removing a Work Order from a Project ........................................................................... 62 Deleting a Project ............................................................................................................. 62

Compare and Merge Projects ................................................................................................ 63

Add a PST Project to the Queue ........................................................................................... 67 Remove a Project from the Queue ........................................................................................ 71 Logging Out of the PST ......................................................................................................... 73

CHAPTER 3 PMIS/PST IMPORT PROCESS .......................................................................... 75

Introduction ............................................................................................................................ 77 Park-Level Functions in the PMIS ........................................................................................ 79

Create a PMIS Project ..................................................................................................... 79 The PST Queue ............................................................................................................... 79 Reviewing Projects .......................................................................................................... 80 View the Information and Exit the Process ...................................................................... 80 Import the Project ............................................................................................................. 82

Reject a Project ................................................................................................................ 83 Complete the PMIS Draft Project ..................................................................................... 84 Project Assistance ........................................................................................................... 85 PST Reports .................................................................................................................... 85 Edit PST Project Information after PMIS Import ............................................................... 86

Request PST Edit ............................................................................................................ 86

Scan PST ......................................................................................................................... 89 Moving a Project through the PMIS Process ................................................................... 89

Regroup Components ...................................................................................................... 90 Close Request for Regroup ............................................................................................. 93 Consolidating Components .............................................................................................. 93

Modify an Add-on ............................................................................................................. 94 Region-Level Functions ........................................................................................................ 96

Request a Regroup of PMIS Components ....................................................................... 97 Adding Components ........................................................................................................ 98 Regionally Approved Projects .......................................................................................... 99

WASO-Approved Projects ............................................................................................... 99

Modify an Add-on ............................................................................................................. 99

Override Cost Estimates Imported from the PST ........................................................... 101 Add New Cost Item ........................................................................................................ 105

Edit New Cost Item ........................................................................................................ 106 Delete New Cost Item .................................................................................................... 107 Create a No-Cost Add-on .............................................................................................. 108

Deleting PST-Imported Projects ......................................................................................... 111 Search for Deleted Projects ........................................................................................... 111

CHAPTER 4 DOCUMENTING WORK IN THE FMSS ........................................................... 115

PST Work Order Tracking ................................................................................................... 117

Related Records ............................................................................................................ 118

Initiating Work ................................................................................................................ 119 APPENDICES ........................................................................................................................ 121

Appendix I: Supplemental E-courses ................................................................................. 123 PMIS Course 1: Introduction to PMIS ........................................................................... 123 PMIS Course 2: Create a Project .................................................................................. 123 PMIS Course 3: Managing Your PMIS Projects ............................................................ 124 PMIS Course 4: Park/Unit Review of PMIS Projects ..................................................... 124

PMIS Course 5: Region/WASO Review and Funding of PMIS Project Funding Components ................................................................................................................... 125 Asset Management: Foundations of Asset Management ............................................... 126

Operations and Maintenance: Overview and Introduction to the FMSS ......................... 126 Operations and Maintenance: Asset Inventory ............................................................... 127 Operations and Maintenance: Work Orders ................................................................... 127

Appendix II: Glossary .......................................................................................................... 129 Appendix III: Cost Estimating: Net vs. Gross .................................................................... 135


October 2010 1

Chapter 1 Introduction to the Project Scoping Tool


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October 2010 3

Introduction

The National Park Service (NPS) manages a portfolio of more than 67,000 assets located in over 390 park units across the United States and spends hundreds of millions of dollars of discretionary funding annually to maintain them. To manage this massive portfolio, the NPS utilizes the Facility Management Software System (FMSS) as its inventory and work management system. The NPS uses a separate software tool called the Project Management Information System (PMIS) to support the budget formulation process and allocate discretionary project funding. Because the PMIS and the FMSS are not directly linked, a software interface, the Project Scoping Tool (PST), was developed to bridge the two systems in order to maintain data quality and security.

The following manual is designed to help learners navigate the Project Bridge, which uses the Project Scoping Tool (PST) and the PMIS to create facility-related PMIS projects. A facility is a separate and individual building, structure, or other constructed real property improvement. A non-facility project encompasses anything not covered by the definition for facility. The Project Bridge is the overarching term for the link between the FMSS and the PMIS, and the PST is the software that makes it happen. The benefits of this interface include:

Providing streamlined, single entry of data

Fully using each system’s capabilities and data

Improving the quality and accuracy of project scopes and cost estimates

Facilitating better connection between asset management data and project reporting

Simplifying development of facility projects using FMSS data to ensure that projects consistently apply NPS business practices and standards (e.g., PAMP, Life Cycle Working Group)

Automating verification of data quality and completeness

Providing automated Total Project Score and DOI category percentages based on the approved DOI scoring algorithm and existing FMSS data

All of these benefits help to provide accurate, standardized, and high-quality data.

Ideally, Project Bridge users should have a good working knowledge of the FMSS and the PMIS. A number of e-courses are available in DOI Learn on the subjects of the FMSS and the PMIS. A list and description of these courses appear in Appendix II of this User Guide.

Project Bridge is used by NPS staff who work in facility management, park management, budget formulation, project management, and related fields, and who use the FMSS for work orders, cost estimates, and related data and the PMIS for project funding requests. The Project Bridge allows data integration and communication between the two systems.

The PST provides the ability to search existing work orders in the FMSS and combine them into proposed projects. As projects are created in the PST, the Total Project Score is automatically calculated based on certain critical data fields found in the related work orders, location records, and asset records.


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Since all PMIS facility-related projects must have a work order number and use data contained in the FMSS, the PST automatically produces the FMSS parent work order and associates it with the bundled child work orders in the PST Work Order Tracking application in the FMSS when a project is submitted to the queue.


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Figure 1: Project Bridge General Flow


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Process Flow Chart

Import Facility

Project

Log into PMIS with

Park PMIS Profile

Create Non-

Facility Project

(Follow Current

Non-Facility

Instructions)

Regroup

Components (if

partnership

project)

Indicate NPS/

Non-NPS

Component

Breakdown ($)

Proceed to Input/

Edit Additional

PMIS Data Fields

to Create Draft

PMIS Project

Select

Project Bundle in

PST Queue for

Viewing

Rejection Status

Code and

Reason Written

Back to PST

Queue

Reject

Accept

No Changes to

Component

Breakdown

Allowed Until

Regional Review

No

Continue with

Current PMIS

Rules for Editing

Non-PST Data

Continue with

Approval,

Formulation and

Funding Steps

7

5

2

1

Imported Project

Creation

CompletedNo

Yes

Bundle Work

Orders to Create

Projects

Search Work

Orders by API,

Work Type, etc.

See a Need for

Editing

Exit and Edit in

FMSS (API, CRV,

CESS, etc.)

Single Component

Project

Project Detail

Screen: Confirm

Total Project

Score and View

Project Breakdown

Sequenced

Project

Multi-Component

Project

Log into PST with

FMSS profile

Edit in PST

Input Initial Planned

Fiscal Years for each

work order for

potential components

Queue Project;

Assigned FMSS

Parent WO #

1

2 3

4

5

Select ―Import

Project‖, Data Pass

Validation, & Info

Written Back to PST

Queue;

Assigned PMIS # and

Component Letter

Project Bridge Process Flow

4

Yes

6

3

6

7

De-Queue Project to

Make Edits

Changes to Component Breakdown?

8

Figure 2: Project Bridge Process Flow


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Getting the Most Out of this Manual

This manual uses a number of symbols in order to alert you to especially important concepts or information. In order to get the most out of this manual (and quickly refer to it in the future), keep the following symbols in mind.

The key symbol in the left margin marks the use of a new, important term. These are terms that will be used throughout the manual.

The computer monitor icon highlights computer keystrokes needed to input data into the computer.

The notepad icon highlights information that should be written down and kept in a convenient place where you can refer to it. Notepads generally indicate areas where decisions need to be made at the park level.

The caution sign indicates that you should be careful to pay particular attention to the content. These typically designate common areas of misunderstanding or actions that will be difficult to rectify if performed incorrectly.

The wrench indicates useful tools or tips that can be used within the software, including shortcuts or time-saving methods.

The globe with the mouse icon identifies Internet sites where you can find more information.


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FMSS Critical Data Fields

All location, asset, and work order records that will eventually support a project submission must have complete and accurate data. Records that are incomplete will not pass through the PST into the PMIS. Error messages provide information about the missing data fields and allow for editing these fields within the PST or the FMSS.

Data Field (as it appears in FMSS) Data clean-up item*

Used in Total

Project Score

Editable from PST when not queued

Field Locked for Edits When

Project Has Been Queued

From the Location tab of the Location application

Location (number)

Description

Asset Code

API

CRV

FCI

Park Alpha Code

Facility Utilization Index (FRP Information screen: draws from the Federal Real Property Profile)

From the Work Order tab of the Work Order Tracking and PST Work Order Tracking applications

Work Order (number)

WO Short Description

WO Long Description (Project Description in PST—editable during project creation & queue process)

WO Priority (HLS designation rules apply) Location (number)

WO Status (must be COSTED to import to the PMIS)

Work Type Sub Type WBS Component Sub Component ** Cost Source

Health Life & Safety Severity (fields active only with HLS designation)

Probability (field active only with HLS designation)

RAC (field calculated from Severity and probability values)

Asset (number)


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From the Work Order tab of the Work Order Tracking and PST Work Order Tracking applications

PMIS Number PMIS Component (letter) Parent Work Order (created automatically when project is queued)

Parent Work Order Short Description (created automatically when project is queued)

From the Plans tab of Work Order Tracking and PST Work Order Tracking applications

Total Cost Estimate (draws from the following fields: Tool, Labor, Materials, Service)

From the Asset tab of the Assets application

Install Date

Remaining Life (auto calculated not editable)

Replacement Date

Quantity

Unit of Measure

Estimated Design Life

* Edit at the source (API, FRP, etc.).

** If an appropriate choice is available, this field should be completed. *** Parent Project Title, Parent Description, and Target Start Dates can change with edits in the PMIS as projects are being developed.

NOTE: If you have any questions about definitions of work types and sub types, please refer to the glossary.


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Login to the PST

To begin using the PST, you must have an Active Directory username and password. When this information has been authenticated in the Facility Users Management Portal (FUMP) by your park account manager (PAM), you will be granted access privileges.

To login, go to

http://pfmdcf1.nps.gov/amp/pst/index.cfm?fuseaction=login.showlogin

Figure 3: Login Screen

1. Enter your Active Directory Account Name and Password

2. Select Login

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2


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If you are a WASO user or Regional user, the PST will then ask you to Set your PST context:

Figure 4: PST Context

1. Select your Region (if you are a Regional User)

2. Select your Park

3. Click the Set Context button

After you have logged in, the PST Home page will be displayed. The Location Records, Asset Records and Work Order Records menu options allow you to search for data in the FMSS. The Project Records menu options allow you to view and work with draft and queued projects. The Project Explorer provides a summary of projects and their status. You will be introduced to each of these in the next section of the manual.

Figure 5: Project Scoping Tool Home Page

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2 3

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Basic Navigation in the PST

Home Tab

The PST Home page has tabs across the top that are used to access the functions of the program. The Home tab has four options listed. When you cursor over the tab, the options are listed in a drop-down menu.

Figure 6: Home Tab

Home returns you to the PST Home page

Set Region/Park takes you to the Set your PST context page, where you can change your park or region. It shows only if you have authorization for multiple parks, regional or national levels.

Saved Queries takes you to the list of saved queries that are available to you. You will learn how to save your own search and filter queries in a later section of this guide.

Logout logs you out of the PST

Location Records, Asset Records, and Work Order Records Tabs

The next three tabs, Location Records, Asset Records, and Work Order Records, take you to Search and Filter pages that enable you to specify search criteria so you can narrow down the number of work orders in your results list. Each of the three tabs has only a Search & Filter option.

Figure 7: Location Records, Asset Records, and Work Order Records Tabs

Search and Filter

The vast majority of work you do in the PST will originate with a Search & Filter to get a list of location records, assets records, work order records, or project records to work with. You have the option to select data from a limited number of fields in the basic search view, or you can select Advanced Search for additional field choices (see Figure 8).

See Chapter 2 in this user guide for step-by-step instructions on how to perform a search.

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Figure 8: Location Records Search & Filter

Figure 9: Location Records – Search Results

In the top left corner of the screen, there are Previous and Next buttons that are used to page through your results if your results list takes up more than one page.

Below Previous and Next is the search bar. The search bar has a text box above each column on the results page where you can refine your search criteria to narrow your search results even further. Below the search bar is the list of records.


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Project Records Tab

The projects tab also gives you access to a Search & Filter function to search for PST Projects in addition to three other important functions.

Figure 10: Project Records Tab

Search & Filter opens the Project Records Search & Filter page

Create takes you to the Create a Project page where you can bundle work orders to create a new PST project

Compare links you to the Project Compare page where you can compare two PST projects side by side and make adjustments as necessary

Pamp Upload brings you to a Create a Project page, where you can copy a list of work order numbers from your PAMP spreadsheet to bundle those work orders as a potential project

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16 October 2010

Project Explorer

The Project Explorer provides a link to PST projects from the PST home page. Here, projects are organized based on status, and a number is displayed following the status, indicating how many projects have that status. For example, in the figure below, there are two projects with a status of Never Queued.

Figure 11: Project Explorer

There are eight project statuses that can appear in the Project Explorer area:

Never Queued

Queued

Imported

Dequeued

Return for Revision from PMIS

PMIS Rejected

Deleted from PMIS

Show All

Figure 12: Project Explorer (detail)

If you cursor over a status, you have the option to click Browse Projects, which is a shortcut to Project Records Search & Filter (for projects filtered by that status). Alternatively, clicking directly on a status will display a list of projects in that status in the project explorer view. After doing this, there are several options:

Click on a project title in the list to see that project’s PST Project Summary sheet

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October 2010 17

Click on the PDF icon (left of the project title) to open a PDF of the PST Project Summary sheet

Click on the Report icon (left of the project title) to open the PMIS Project Summary and DOI Scoring report.

PST Icons

Icons are located at the top right of the screen on many of the pages in the PST. It is a good idea to become familiar with what the icons represent, as many are necessary to complete a PST Project. The tables below explain each of their functions.

The following icons are available on most pages of the PST.

Button Icon Function

Search—Executes a Search

Reset—Resets your search parameters back to the default

Main Search Form—Returns you to the main Search & Filter screen

Save Search—Saves your search parameters

Modify Display—Allows you to modify how data are displayed on the screen

Send to Excel—Sends the current results list to an Excel file

Add to Project—Opens the Create a Project screen or allows you to add work orders to an existing project

Call Asset Search—Opens the Asset Records Search & Filter page

Call Asset Results—Searches and returns the list for asset records for selected locations

Call Work Orders Search—Opens the Work Order Search & Filter page

Call Work Orders Results—Searches and returns the list for work order records for selected locations or assets

Hide Work Orders that are in Projects—Toggle button used to show or remove red, bolded work orders from the results list


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Select All—Selects all items in the current list

Deselect All—Deselects all items in the current list

Edit—Allows editing of selected work orders

The following icons are only available on the PST Project Summary page.


PST Project Summary—Opens the PST Project Summary page

Edit Project—Opens the Edit Project screen, where you can edit the project detail information

Complete Project – Allows an edited project to be completed

Queue Project—Adds project to the queue to be imported to the PMIS

Dequeue Project—Removes a project from the queue

Print —Prints complete PST Project Summary Information

PDF—Generates a PDF of the PST Project Summary Information

Report – Generates PMIS Project Summary and DOI Scoring report

Project Audit Log – Lists each action the project has had within the PST

Like any other new software program, the best way to learn how things work in the PST is through trial and error. Most functions can be undone or will ask you to confirm your action before following it through, so you should feel comfortable trying things out. However, do be cautious about modifying work orders, as the changes you make are written back to the FMSS and could affect data quality.


October 2010 19

Guide to Bundling Work Orders

One of the most important concepts to understand before creating a PST Project is bundling work orders. Bundling work orders is a matter of grouping related work orders to help parks organize, manage, and prioritize projects. Although any type of work order can be combined into projects to reduce a park’s maintenance backlog and manage the life cycle of assets more effectively, deferred maintenance and component renewal are typically emphasized when creating projects. Once bundled in the PST, work orders can be transferred to the PMIS in order to submit the project for funding.

Bundling Methods

The review and analysis of FMSS work orders is not a ―cookie-cutter‖ process. Every park will have to assess its assets and deferred maintenance circumstances to make the most informed decisions and put forth the most compelling projects. The intent of this section is to recommend an approach for working through the process of bundling FMSS work orders into manageable work projects. Geography, other work occurring near or at the assets, and work order size/cost should also be considered.

NOTE: The bundling process typically requires the expertise of the park facility manager and input from front-line supervisors. Depending on the number of work orders, this process may be time-intensive.

Bundling methods include the following:

1. Punchlists Punchlist items are those that can be repaired with in-house park staff. These are not actually "bundled": they are identified and set aside for non-project work or possible inclusion with a later project. In some cases, the punchlist items may fall into one of the other projects being bundled even though they are a low-cost task. It is up to each park to define what constitutes a reasonable dollar value cut-off for maintenance projects that can be accomplished in-house.

2. Asset-Level Approach One of the most important asset management concepts is recognizing the emphasis placed on the assets themselves instead of the past focus on the projects associated with the assets. In this context, the bundling of work orders is performed at the asset level. The benefit of an asset-level approach is identifying all logical work orders associated with an asset and packaging them as a single project request. The asset-level approach requires an initial review of work orders associated with high-API assets.

The API/FCI Quadrant Chart depicted below demonstrates how a park can plot assets’ API and FCI. Each dot on the chart represents an asset. Assets in the lower right-hand quadrant are likely good candidates for disposal, while assets in the upper right-hand quadrant are typically strong candidates for project funding. Plotting assets in this way is often the first step in employing the asset-level approach because it helps parks focus investments on high-priority assets.


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Figure 13: API/FCI Quadrant Chart

To initiate the asset-level approach, a park must determine which of its assets fall in the upper right-hand quadrant. These assets are most important to serving the park mission, in the worst condition, and require project funding.

3. Systems-Level Approach Another method for bundling projects is the systems-level approach. The systems-level approach is particularly beneficial for parks with a large number of assets that share common features. For example, a park may have twenty homes built at approximately the same time using similar materials. It is not uncommon in situations like these for the twenty roofs in those homes to require replacement at the same time, or twenty HVAC systems, etc. The systems-level approach is dedicated to bundling comparable systems in one or more projects to achieve volume savings, work efficiencies, and consistent work execution.

The systems approach takes advantage of the work breakdown structure (WBS) data to identify systems as either critical or non-critical. A critical system is an element of an asset that, if it fails, renders the asset inoperable (e.g., roofs, exterior doors and windows, exterior walls, water systems, etc). Identifying critical systems by asset type aids in focusing limited funding on the park’s most important systems.

4. Geographic Approach Parks that have assets in remote locations and/or require significant transportation effort may examine a strategy of bundling work orders based on the park’s geography or location. Bundling work for several different assets and systems in remote locations allows a park to manage transportation issues more efficiently.

The remainder of this user guide provides detailed instructions for working and navigating in the PST and the PMIS.


October 2010 21

Chapter 2 Creating a PST Project


22 October 2010


October 2010 23

Search for Work Orders

The first step in creating a PST Project is to search for work orders. There are three primary methods for finding work orders to group into a new PST Project:

1. Searching by FMSS Location Records 2. Searching by FMSS Asset Records 3. Searching by FMSS Work Order Records

Search for Work Orders Based on Location Records

Searching by location records supports either an asset level or geographic approach to bundling work orders. It allows the user to search for a number of different location criteria:

Single or multiple known location record(s)

Location records based on one or more asset codes or status

Location records based on API, FCI, Condition Ranking, and/or Historic Status

In the example below, the criteria entered into the search form are used to find all location records in the park that have an API greater than 75. Other search criteria include FCI, Condition Ranking, Asset Status, and Historic. A search can be done without completing all fields, and additional fields, including Optimizer Band, are available for searching by selecting the Advanced Search link on the top right.


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Figure 14: Location Records Search and Filter Screen

1. Cursor over Location Records. Click on Search & Filter

2. Enter search criteria

NOTE: A search can be done without completing all fields. Additional fields are available by selecting the Advanced Search link on the top right.

3. If desired, select display options so the results are displayed in a way that you can best work with them (see next section)

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2

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NOTE: You can do a wildcard search by putting the % symbol before and after your search terms. For example, %fort% will return all work orders with the word ―fort‖ in part of the title. This can be done on any search and filter screen.

The Display Options section on the search screen allows you to identify fields to sort on as well as include any additional fields from the Available Fields column. The display options provide the information needed to review locations effectively. The filtered data set is then displayed in the results table.

Figure 15: Display Options

4. Click on the First Sort Column drop-down menu and select the desired field. Continue for the other Sort Columns as needed

5. From the drop-down menu, specify as Ascending (ASC) or Descending (DESC)

6. To modify fields displayed in the results screen, highlight a field to move it and click on arrows between display results boxes

7. To reorder columns, highlight a field name and click on the directional arrow to set the order in which the fields will be displayed

8. Click on Search at the top of the page (see Figure 14)

The Location Results page displays the FMSS locations that fall within the search and filter criteria specified above, using the display options selected.

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5

6

7


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Figure 16: Location Results

Results Table and Refining Search

After selecting search criteria and identifying column choices, the results table will be displayed with a list of locations matching the criteria you specified. If you wish to narrow the results list further, you can refine the search by entering parameters in additional columns on the search bar. In the case below, a ―Serious‖ Condition Ranking was entered. Selecting the Search icon will refresh the search.

Note that all of the current search parameters are displayed in bold red in the upper left corner of the Results screen.

If any rows are highlighted in the results table, the program will consider that part of the query and only search in the highlighted rows for the results.


October 2010 27

Figure 17: Location Results Page

To clear a search you will need to select the Reset icon which clears all search fields, and

then select the Search icon to refresh the list.

Finding work orders and asset records associated with one or multiple records can be done by

highlighting the locations and clicking on the Call Work Orders Results icon or the Call

Asset Results icon , respectively.

Alternately, selecting the Call Work Orders Search icon will bring up the Work Orders Search and Filter page that allows you to use work order search criteria. In the previous example (see Figure 16), locations 113121and 75737 were selected. Highlighted record numbers will automatically be inserted in the Search and Filter page.

Search


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Figure 18: Work Order Search and Filter Page

Additional search criteria can be added once the Work Order Records Search and Filter screen opens. In this example, you are viewing only FM Work Type and DM Work Sub-Type.

1. Click on the Work Type drop-down list to select the category of work orders for this location

2. Click on the Work Sub-Type scroll list to select the appropriate type

3. Click on the Search button. The Work Order Records screen will open

NOTE: Work orders listed in bold red are already associated with a project and cannot be bundled to create a new project (However, you can move work orders from one unqueued project to another using the Compare function under the Projects tab – See the Compare and Merge section in Chapter 2.) You can also edit selected work order fields from the results page, and those changes are automatically written back to the FMSS. This will be explained later in the manual.

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Modify Display In a list view the search fields on the search bar may not be large enough to see the pick list information or to accommodate the data. These can be adjusted using the Modify Display icon. A window will open allowing you to reset the column width, add or delete columns, or adjust sorts.

NOTE: Select the Search button to save changes.

Figure 19: Modify Display

Search for Work Orders Based on the FMSS Asset Records

The second method for finding the FMSS work orders to group into a PST Project is through FMSS Asset Records. This type of search supports the systems-level approach to project development and allows you to search one or more criteria to find FMSS Asset Records and ultimately the associated work orders based on:

Asset Records with similar replacement dates

Asset Records based on one or more WBS codes

Asset Records based on WBS Subcomponent codes

Access the Asset Records Search and Filter page to enter the search criteria and then, if necessary, set the Display Options for the results page in the same manner used for the Location Records Search.

Modify Display


30 October 2010

In the example below, the search criteria were for HVAC equipment in buildings.

Figure 20: Asset Records Search and Filter Form

1. Click on the Asset Records menu option to display the Search and Filter page

2. Use the Search Criteria form to identify system-based criteria to search for the FMSS asset records

3. Enter or highlight search criteria

4. Click on Search

As explained in a previous section, the Display Options allow you to select the fields you wish to display and sort the order of those fields.

Asset Records Results Page

After performing your search, the results table will be displayed with a list of asset records matching the criteria you specified.

NOTE: If a description is too long for a field, scroll buttons will be provided in that field (see the figure below).

When searching for a WBS Subcomponent, you must use the WBS Component to select a WBS Subcomponent.

2

1*

4

3*


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Figure 21: Asset Records Search and Filter Form

Edit Asset Records

In the PST, you can edit certain fields of an FMSS asset record directly from the Asset Records Results screen. Edits made in the PST are written back to the FMSS. Certain asset record fields were opened for in-line editing in the PST to facilitate component renewal data clean-up directly from the PST without having to go back into the FMSS.


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Figure 22: Edit Asset Record

Select the row you want to edit and click on the Edit icon

1. Complete the blank fields or update incorrect fields. The row is longer than the screen, so make sure you scroll to the right to complete all fields

2. Click on the Save icon to the left of the work order row when you are finished editing. Saving will update the work order in the PST and the FMSS simultaneously

Repeat this process for each asset record that requires updated information.

As with location records, finding work orders associated with one or multiple asset records can be done by highlighting the Asset Records and then clicking the Call Work Orders Results

icon .

In the example below, you are calling up distributing system work orders for WBS Subcomponent D3040.

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Figure 23: Asset Records Results Page

1. Click anywhere within the row(s) of the selected asset records

NOTE: Highlighted rows do not have to be consecutive and will stay highlighted as you navigate to different pages in this results list using the Previous/Next buttons.

2. Click on Call Work Orders Results to view the work orders associated with the applicable asset records

Search for Work Orders by Work Order Information

The third and final method for searching for work orders is by work order information. Many of the fields that were used to filter in location or asset records are also available in the work order records search, and you may find that it is easier to just use this method. For example, if you already know work order numbers that you want to bundle into a project, the best way to find them in the PST is by searching for a work order number. The Work Order Records Search & Filter page allows you to search for FMSS work orders by criteria, such as

Work Type

Work Sub-type

Work Order Priority

Health, Life & Safety

Additional basic search fields can be seen in the figure below.

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In the Work Order Records Search and Filter, the Advanced Search (link at top right of screen) may be useful as it allows you to search by additional criteria.

Access the Work Order Records Search and Filter page by clicking on Work Order Records and then Search & Filter from the drop-down menus at the top of the page. Here, you will enter the search criteria and then set the Display Options for the results page in the same manner used for the other two searches. A search can be done without completing all fields, although it may be helpful to search on COSTED work orders to speed up your search. Only COSTED work orders can be bundled into a potential project to be imported to the PMIS.

Figure 24: Work Order Search and Filter Form

1. Click on the Work Orders tab to display the Work Order Search & Filter page

2. Use the Search Criteria form to identify work order parameters to search for the FMSS work orders

3. Enter or highlight search criteria

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4. Click on Search

Remember the Display Options allow you to select the fields you wish to display and sort the order of those fields.

Work Order Records Results Page

After performing the search, the results table will be displayed with a list of work orders matching the criteria you specified. You may then refine the search by using the search bar and entering more search criteria.

Figure 25: Work Order Results Page

1. Use the Hide WOs that are in projects icon to remove red bolded work orders from the results list

2. If needed, refine your search by entering additional search criteria in the search bar at the top

3. Click the Search icon to see the refined results list

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Save Search Criteria

After you complete a search, especially one that you are likely to repeat on a regular basis, you can save the parameters for future use. To do this, use the Save Search option.

Figure 26: Search & Filter Results

1. Click on the Save Search icon. The following window will open

Figure 27: Search Information

2. Enter a File Name for the saved search and input the other information requested

3. Click on Save

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To use an existing saved search:

Figure 28: Search Screen

1. Click on the Home drop-down menu

2. Click on the Saved Queries menu option

The Saved Queries screen will open.

Figure 29: Saved Queries

3. Click on the Name of a saved search

4. Click on View to run the query

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Edit Work Orders

As with asset records, in the PST you can edit certain fields of an FMSS work order directly from any Work Order Records Results screen. Edits made in the PST are written back to the FMSS. This feature allows you to clean up data, including editing and updating critical data fields that are needed to successfully create a PST Project, without having to go back into the FMSS.

To edit a work order, click on the Edit icon to the left of the work order row. This will cause the work order fields to be displayed. The fields that can be edited will appear with the existing information in an editable text box.

Figure 30: Editing a Work Order

Click on the Edit icon.

1. Complete the blank fields or update incorrect fields. The row is longer than the screen, so make sure you scroll to the right to complete all fields

2. Click on the Save icon on the left of the work order row when you are finished editing. Saving will update the FMSS work order

Repeat this process for each work order that requires updated information

Health Life & Safety (HLS) has related fields that only become editable if you select ―Yes‖ in the HLS field. These fields are critical for effective Risk Management, so you should follow the Risk Assessment Code User Guide if making changes to these fields: http://inside.nps.gov/waso/custommenu.cfm?lv=4&prg=193&id=1747

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Create a PST Project

With these two tools, Searching for and Editing Work Orders, you are ready to bundle work orders to create a new PST Project. Remember the projects you create in the PST are intended to be PMIS projects and should be constructed with that in mind. The definition of a PMIS project is:

A stand-alone outcome

Made up of a logical group of actions that have a sequence or are functionally related, and

Made up of one or more funding components that fit the same project description and justification.

The first step to creating a PST Project is to search for work orders. On the Work Order Results page, work orders with a bold red font are part of an existing project and cannot be included in a new project unless they are removed from their existing project. Clicking on the Hide WOs that are in Projects icon will hide the bold red work orders, making it easier to find available work orders to add to new projects.

NOTE: In order to generate a Total Project Score for a project, there are a number of required fields. (See FMSS critical data fields table in the introduction).

All work orders associated with the project must have a cost estimate and a Work Order Status = COSTED in order to be queued as part of a potential project for import to the PMIS. However, work orders do not need to be in a COSTED status in order to be bundled in a Punchlist. To limit your search to only COSTED work orders, use the search bar.

Any work order that has a Risk Assessment Code (RAC) of 1,2, or 3 must have an originating or related work order with ICM sub-work type and that work order must be completed or closed for the project to queue. For more information related to RAC see the Risk Assessment Code User Guide.


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Figure 31: Work Order Records Results

To create a new project:

Navigate to the Work Order Records results page.

1. Click on the rows to highlight the work orders to include in the project. To deselect a work order, click on the row again, and the background will return to the default color

2. After selecting all of the appropriate work orders, click on the Add to Project icon

The Add Selected Work Orders to Project screen will appear.

If selected work orders have incomplete data or you wish to add missing data elements, you will be prompted to make corrections during the project creation process. To avoid this, work orders needed for a project should be edited prior to bundling through in-line editing in the PST or in the FMSS.

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Figure 32: New PST Project

3. Select the Create New Project button

The Create a Project screen will appear.

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Figure 33: Create a PST Project

4. Enter the new Project Title and Project Description. Identify whether this is a Sequenced Project and, if not, enter the Initial Planned Fiscal Year

5. Select the Type of project. In this case, Potential was selected to designate this project as a potential PMIS project

NOTE: The other type designation, Punchlist, is to be used for non-PMIS candidate projects. Punchlists can be used for grouping low dollar-value work orders that will be handled in-house or added to existing projects.

6. Click Create

The Add Selected Work Orders to Project screen will open.

The Project Title, Project Description, Sequenced Project and Initial Planned Fiscal Year values will be used by the PMIS when the project is imported into the PMIS from the queue. Therefore, it is important to adhere to the PMIS project naming conventions and descriptive guidelines when creating a new project in the PST.

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Figure 34: Add Work Orders to PST Project

7. Review the listed work orders to ensure they are correct. Deselect check marks to remove work orders that do not belong with this project

8. Click on the Add button when you are satisfied with the list of work orders

The following screen will pop up confirming the work order numbers assigned to the project.

Figure 35: Work Order Confirmation

9. Select OK

The PST Project Summary screen will open, providing details about the new project.

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Figure 36: PST Project Summary


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Add Work Orders to an Existing PST Project

If you have already created a PST Project but found that more work orders need to be included, the PST will allow you to add those work orders.

Figure 37: Add Work Orders to a Project

1. Return to the Work Order Search and Filter results page

2. Highlight work orders to be added to the existing project

3. Click the Add to Project icon at the top of the screen

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Figure 38: Add Selected Work Orders to Project

4. Work orders you wish to add to the project should be checked

5. Type in a word or phrase in the filter box to reduce the existing project list. Click on the drop-down menu, and select and highlight the project to which you want to add the work orders

6. Click on the Add button to add the selected work orders to the project

A pop-up will appear confirming the work order(s) added to the project and the PST Project Summary page will be displayed.

NOTE: If your PST Project Summary screen was left open during this process, you will need to refresh the screen using the F5 key or the refresh icon on your browser to view an updated Total Project Score.

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PST Project Summary Information

The PST Project Summary page shows project information, including the Total Project Score, if the work order data are complete. If not, you will see a message in the Total Project Score Comment field indicating that you need to edit your work orders either in the PST or in the FMSS to ensure all required information is present for calculation of the Total Project Score (see the figure below).

Figure 39: PST Project Summary (upper section)


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Figure 40: PST Project Summary (center section)

Work Sub-type % provides a table and graphical representation of a project’s sub-work types and what percent of the project cost each sub-work type constitutes.

The DOI % section identifies what percentage of the total project cost is reflected in each rating criteria. If all data is complete a pie chart will be displayed to graphically represent these portions.

The Location Metrics section displays information about the asset and project API as well as current and ending FCI. The location number links to detailed information about the location record. An option to browse the location records in the PST is also available.


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Figure 41: PST Project Summary (lower section)

The Project Work Orders section displays the work order number, description, DOI ranking category, DOI weight, and any missing data elements required to calculate the Total Project Score. Clicking on the Advanced link will change the view in the Project Work Orders section, which will show what additional information is required to calculate the Total Project. To edit work orders, click the Browse Workorders in Main Window link to view a list of work orders that comprise the project score.

Related Work Orders lists any originating or related work orders that are linked to the project work orders. This is particularly useful if you have RAC-related work orders.

Creating a Sequenced Project

The vast majority of the projects coming into the PMIS via the PST are single-component projects. The most frequent exception is a project that takes multiple years to complete. In such a case, the PST has a method for creating a sequenced project, which, when moved to the PMIS, will generate a multi-year project with separate components for each year of work.

First, please note the following distinctions:


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Project: A functionally related and complete grouping of work Work that is reasonable to execute within one year The smallest appropriate grouping of work according to a geographic area, and/or a

stand-alone outcome that is the most cost-effective way to bundle interdependent work.

Sequenced Project:

Distinctly different work years for purposes of bidding, contracting, construction, or sequencing, such as a short summer season.

Work requires multiple years, not for monetary reasons, but due to physical separation and completion of work.

Interdependent work that must be done in a specific sequence across multiple years must be identified this way in the PST.

Park must indicate which work orders belong to which construction year.

You can create sequenced projects in the PST based on the nature of the work and the need for it to occur over multiple years (e.g., type of work, season length, etc.). When creating a PST Project, you are required to identify it as sequenced or not sequenced. When a project is identified as sequenced, the PST requires you to indicate the initial planned fiscal year for each work order within the project (this field defaults to 10/1 of the year indicated). If you indicate the project is not sequenced, all work orders within the project are updated with a single, common planned fiscal year. The presence of multiple fiscal years indicates to the PMIS that a project may be organized into separate funding components upon import.

The following illustrates an example of a sequenced project.

NOTE: there will only be one layer of work-order hierarchy: one parent WO with numerous children. WO’s will be organized into funding components based on the initial planned fiscal year identified.

WO Parent - Construction of New Visitor Center WO Initial Planned Fiscal Year Phase I: Site Work WO: Clearing Year 1 WO: Grading Year 1 WO: Access construction Year 1 WO: Utilities Year 1 Phase 2: Building Construction WO: Foundations Year 2 WO: Exterior Year 2 WO: Interior Year 2 WO: Electrical Year 2 WO: HVAC Year 2 WO: Plumbing Year 2

If work is split, the total work, including scope and estimate, will be shown in the PMIS at the project level. The sequences or separated work groupings will also show scope and estimates at the component level in the PMIS. If the work groupings for PST-generated projects are


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changed for formulation or funding reasons in the PMIS (excluding markups), the changes will be reflected in the PST.

Creating a sequenced project uses the same process as creating a non-sequenced project except that each work order needs to be designated with an initial planned fiscal year. The ability to identify a year for a work order is initiated by selecting Yes in the Sequenced Project field on the Create a Project screen.

Figure 42: Create a Sequenced Project

1. Complete Project Title and Project Description using PMIS standards

NOTE: The project title and description can be edited in the PMIS at a later time, which will write back to the PST and the FMSS.

2. Select YES for Sequenced Project

3. Select Potential Project in the Type field

4. Click Create

The following pop-up will be displayed to ensure you are making the correct selection

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Figure 43: Sequenced Project Confirmation

If you click OK, you will be returned to the Add Selected Work Orders to Project page.

Figure 44: Assign Initial Planned Fiscal Year

5. Set the Initial Planned Fiscal Year for each work order

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6. Click Add

Moving the project into the queue will now follow the same process as non-sequenced projects.

PAMP Upload

Every park in the NPS has a Park Asset Management Plan (PAMP) that contains a bundling spreadsheet. This section of the PAMP contains bundled work orders to plan work more efficiently.

In the PST, you can use your PAMP bundling spreadsheet to copy and paste bundled work order data into the PST.

Figure 45: PAMP Bundling Spreadsheet

1. Open your PAMP bundler and select the Work Orders tab

2. Filter for a specific project

3. Highlight column B, the Work Order number column, and copy it

In the PST, click on the Projects tab and select PAMP Upload. This will take you to a Create a Project screen

This is the only time you can set/modify the Initial Planned Fiscal Year. Each child work order will be populated with the target start date of October 1 in the FMSS corresponding to the Initial Planned Fiscal Year identified for the project in the PST.

If the child work orders already had a target start and completion date entered in the FMSS, the target start date will be overridden based on the new information, and the target completion date may need to be manually adjusted in the FMSS to correspond to this new date.

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Figure 46: PAMP Upload

4. Paste the list of work order numbers in the Create a Project box

5. Select Create

The PST will perform a batch search for these work orders and then list them together in a results screen.

Figure 47: PAMP Upload Results Screen

From here, highlight all or a subset of work orders from the list prior to bundling them. When you are satisfied with the work orders you have selected, click the Add to Project icon at the top right of the screen, and follow the instructions presented in the previous two sections of this user guide for creating a PST Project.

NOTE: If it has been a number of years since your PAMP was developed, you may want to follow the basic work order search since some of the work orders identified in your PAMP may have already been included in projects.

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Search for PST Projects

The Project Records Search & Filter function provides access to the list of PST Projects in the system. To search for an existing project:

Figure 48: Project Records Search & Filter

1. Cursor over the Project Records tab

2. Select Search & Filter from the drop-down menu

The Project Records Search & Filter screen will be displayed.

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Figure 49: Project Records Search and Filter

Enter search criteria in the same manner as the other search and filter screens, or select Search to bring up the entire list of PST Projects at your park.


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Figure 50: Project Records Results

The results page allows you to view the projects identified by your search and displays their PST Project ID, project type, queue status, Parent Work Order, PMIS Number, and the Total Project Score (if available). Additional data may require scrolling to view.

To view a PST Project Summary, click on the Project Name in the results list. The PST Project Summary window will open. You can view the work orders assigned to the project, the total project cost, and the Total Project Score from this window.

The PST Project ID and the PMIS Number are different numbers. The PST Project ID is a tracking number which is unique to PST and is assigned when you create a project. The PMIS Number is assigned after a PST Project has been imported to the PMIS.


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Edit PST Projects

The PST allows you to edit existing information in a PST Project prior to moving it into the project queue.

To edit a PST Project you will first need to search for the project using the Project Search and Filter function or using the Project Explorer on the home page. Click on Project Name to open the PST Project Summary window.

Figure 51: Project Edit

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1. Click the Edit Project icon. The Project Edit screen will open

2. Make corrections to the Project Description, edit or remove work orders, view cost estimates, view the Total Project Score, or delete the entire project, as needed

3. Click Update to save changes

Work orders with a green check mark contain complete data and are ready and able to be queued.

Work orders with red Xs are missing critical data and will need to be edited or removed before the project can be moved to the queue. Use the Browse Workorders in Main Window link to see a list of work order records where you can make necessary edits.

Removing a Work Order from a Project

Work orders can only be removed if the PST Project has never been queued or is dequeued. This is to prevent a PMIS user from working on the project at the same time. Like other editing functions, removing a work order from a PST Project occurs on the Project Edit screen (shown in the figure above).

Deleting a Project

If a project is no longer valid due to a change in scope, etc., the project can be deleted using the Project Edit screen and clicking on the Delete Project button.


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Compare and Merge Projects

The Project Compare page provides the ability to compare two projects side by side to review total costs, current and ending FCI, work sub-type percentage, and the list of work orders in each project. Consider using this page to ensure you have the most comprehensive project possible. For example, if you have two low-dollar projects that might result in a cost savings by combining, you are able to move work orders from one project to another.

Figure 52: Project Compare

1. Cursor over the Projects tab, and click on Compare

2. Choose two projects to compare

3. Select Compare/Merge

The Compare/Merge Projects screen then appears where the PST displays each projects’ list of work orders.

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Figure 53: Compare/Merge Projects

4. Highlight the work order you want to move

5. When a work order is highlighted, the information about the work order is displayed in the Work Order Details box

6. Use the arrow buttons between the panes to move it to the other project

NOTE: Total cost, Total Project Score, Start and End FCI for each project are re-calculated each time you move a work order.

7. Click the Save button

Figure 54: Save Your Project?

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When you click OK, you will get a confirmation window and a listing of work orders in both the projects.

Figure 55: Project Compare/Merge Report

8. To exit the window, select Return to Project Compare. You will return to the Compare/Merge Projects screen. Select any tab to continue working in the PST

NOTE: If you close this window with the X in the upper right corner you will close out of the PST and will have to log in to resume.

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Add a PST Project to the Queue

After you have created a PST Project and are satisfied that it meets all your requirements and contains the correct work orders with the completed critical data fields, you are ready to import it to the PMIS. To do this, the PST Project must be queued. A queued project and all its information remains in the queue, with the ability to de-queue and edit, until it is imported to the PMIS. When a project is placed in the queue, an FMSS parent work order number is automatically created, which links all the work orders in the PST project as child work orders to the newly-created parent.

To queue a PST project, you will search for the project using the Project Records Search and Filter function. Click on your project to open the PST Project Summary page, and then click on the Queue Project icon to initiate the process.

As presented in the Editing a PST Project section of this manual, the PST Project Summary window is where you make the final determination about whether the project is ready to be queued. Once you are satisfied with the project, you can queue the project for import to the PMIS.

Figure 56: Queue Project

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1. To queue the project, select the Queue Project icon

Figure 57: Project Queue Information Window

2. The Project Queue Information window will open

3. Enter the Project Contact and Project Contact Phone Number. Make any necessary adjustments to the Project Description field.

NOTE: As its name implies, the Include list of Child Work Order in Project Description radio button allows you to choose whether the PST adds all of the child work orders to the project description. Only choose yes if your PMIS reviewer needs to have the list of work orders in the description.

4. Select the Next button

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Figure 58: Project Confirmation Window

5. A project confirmation window will open. Ensure the information is correct

6. Click the Confirm button

Figure 59: Project Confirmed Queue Submission

The Confirmed Queue Submission window will open, providing the FMSS Parent Work Order number.

7. Click Close to complete the process

You have successfully queued your project. It will now be available to be imported into the PMIS.

Once you submit the project, the parent and child work order relationships are saved and frozen in the FMSS. The work orders will only be visible in the PST Work Order Tracking Application.

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Remove a Project from the Queue

Once a project has been moved to the queue, it is locked down and cannot be edited unless it is dequeued. If you need to make changes to a project after it has been queued, you must first dequeue the project. However, if the project has been imported into the PMIS, it cannot be dequeued unless a PMIS user has sent it back with a request for editing.

Removing a PST Project from the queue is done from the PST Project Summary Screen.

NOTE: A project that was submitted to the queue will display the Dequeue Project button. If the project has been imported into the PMIS, it will display a PMIS # in the PST Project Summary screen.

Figure 60: Dequeue a Project

1. Click on Dequeue Project icon. The following screen will appear

Figure 61: Confirmation Screen

2. Clicking on the Close button will return you to the project results screen

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Logging Out of the PST

For security reasons, make sure you always log out of the PST rather than simply closing the program.

Figure 62: Logout

1. Cursor over the Home tab

2. Click Logout from the pull-down menu

3. An alternative is to use the Logout link at the top right of the banner bar

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Chapter 3 PMIS/PST Import Process


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Introduction

PST Projects remain in the queue until the park rejects or chooses to import them to the PMIS as a draft project. When the project was queued in the PST, an FMSS parent work order number was created, which links all the work orders in the PST project as child work orders. When the PST Project is imported to PMIS, the PST Project and its associated work orders will be locked down in the PST so no editing can take place. This is to prevent edits from being made simultaneously in the PST and the PMIS. In addition, a PMIS number associated with the FMSS parent work order is generated at the time of import, as are component letters where applicable.

The remainder of this user guide describes and demonstrates the new facility project creation process in the PMIS. Some of the functions related to this new process are completed at the park level, some at the region level, and some can be done by more than one level. This user guide presents park-level functions and then region-level functions.


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Park-Level Functions in the PMIS

Create a PMIS Project

The first step in creating a PMIS project remains the same: you must decide if you are creating a facility or non-facility project. However, as previously stated, all facility projects must first be completed and queued in the PST. In addition, a new set of user rights has been created, called Import from PST rights. You must have these user rights in your PMIS profile to import a facility project from the PST.

Figure 63: Create a PMIS Project

1. Upon logging in you will see a notification if there are PST Projects available for import from the PST or if there are items awaiting revision in the PST. If you do not have Import from PST rights, you will still see the notification, but the Import Facility Project link will be inactive

2. Click the Import Facility Project link to import PST Projects and create a new PMIS facility project

To get more information about the PST Projects associated with your park, click on the Peek into PST icon. This opens a new window, which contains information on projects which are awaiting import, have been rejected from PMIS, are awaiting PST Edit, have been revised through PST Edit, and which have already been imported into the system as a draft PMIS project.

The PST Queue

This PMIS screen displays a high-level view of the PST Projects that are available for review or rejection.

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Figure 64: Import New Facility Projects from the PST

1. Click on the radio button to View Project to Import or Reject for the PST Project you want to view

2. If there is more than one page of queued PST Projects, an arrow icon will appear above the table. Click on the arrow to navigate from one page to the next to find the PST Project you want to view

3. The PST icon is present for each PST project awaiting review/rejection in PMIS. Clicking on this icon opens a window which allows the user to view detailed information on the parent work order number and all of the child work orders associated with the parent

Reviewing Projects

The project view looks similar to the Project Detail Sheet in the PMIS. It displays selected data fields associated with a PMIS project. Many of these fields are already populated based on data entered within the FMSS and the PST. Some of these data fields are read-only (i.e., they cannot be modified), whereas others are available for modification. This view also provides users with another capability to access the Peek into PST icon. As with the project queue page, clicking on this icon opens a window which allows the user to view detailed information on the parent and child work orders associated with the project bundle.

You have three options once you select a project to view: 1. View the information and exit the process 2. Import the project to the PMIS 3. Reject the project to send back to the PST for edits

View the Information and Exit the Process

There is always an option to not perform a specific action on a PST Project which you are viewing. If you wish to discontinue use of the import process after your review, scroll to the bottom of the page and click the Exit Import button.

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Figure 65: View Project to Import or Reject


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Import the Project

To import the project, you must first enter data elements for the required fields. At the project level, the required fields include:

Congressional District

Project State(s)

Project is historic/non-historic

Project involves a pass-through or partnership

At the component level, the only required field is to mark proposed work as recurring or nonrecurring.

Also at the component level, you can change the pre-populated data in the following required fields:

Component Cost Estimate By

Date of Estimate

Class of Estimate

Finally, the Component Title and Component Description are not required but are pre-populated and can be edited prior to importing the project or later during the other stages of the PMIS process. Regardless of when it was entered, remember that the information contained in these fields is what regional and WASO reviewers will see when they consider your project.

Component Title: The default title in this field is the project title. If the project contains multiple Project Funding Components, you must change the title to reflect the work to be done in each Project Funding Component. The Project Funding Component title is a concise explanation of the component that accurately describes differences among the various Project Funding Components. As with project titles, Project Funding Component titles should always start with an action verb and use Title Case.

Component Description: The funding component description is an optional field and, if used, should concisely describe WHAT, WHERE, WHEN, and HOW the component will be accomplished, in 1,000 or fewer characters. It may be very short if the project description and justification are comprehensive.

After reviewing the PST Project and completing the additional required fields, importing is simply a matter of clicking the Import Project button at the bottom of the screen.

Figure 66: Import Project from the Queue

1. Click the Import Project button to create a PMIS draft project

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Reject a Project

After examining the project in the View Project to Import or Reject screen, you may choose to reject it. This will send the PST Project back to the PST and send an email to the point of contact. There are a number of reasons why you might choose to reject a PST Project:

You believe the Total Project Score does not accurately reflect the scope and composition of the project

Circumstances behind the project work have changed (e.g., you would not want to repair a building which is scheduled for demolition)

Scope of the project is not appropriate/complete

Figure 67: Reject Project

1. To reject a project, enter a reason into the Reason for Rejection text box

2. Click on the Reject Project button. The system will send the project back to the PST and send an email to the appropriate point of contact indicating that edits to the PST Project are required

The PST draft project is then removed from the PMIS view of the queue. The FMSS user must then (1) delete the PST Project or (2) de-queue and modify the PST Project and then submit it back to the queue.

If you respond 'yes' to the question on whether the project involves a partnership contribution, an alert message will warn you that you are required to regroup PMIS components to divide work/funds into NPS and Non-NPS portions at the end of the import process.

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Complete the PMIS Draft Project

After clicking the Import Project button, the PMIS displays the Project Detail Sheet for the draft project created by the import of bundled work orders through the PST.

Park users are required to enter their responses to additional PMIS data fields before the project is ready for regional review. These additional data fields include:

project justification

measurable results

activities

emphasis areas

banding criteria

indication of whether or not project assistance is needed

note whether the project has a link to an existing OFS request

It is vital that the response to these pieces of information support the other data elements present in the project, such as the Total Project Score and DOI category percentages.

To complete these data fields, use the Edit Project icon on the Project Detail Sheet. This allows you to respond to each of these elements individually through the provided links. Except for the fields pre-populated by the PST, most fields can be edited as usual in the PMIS.

Figure 68: Edit a PMIS Project

When you import a project from the PST, the Project Description will be imported with it. However, it is very important that you edit the Project Description so that it complies with PMIS business practices.


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Project Assistance

Besides the edit project screen, you can also respond to the Project Assistance by clicking the icon on the top of the Project Detail Sheet. This data field is always open for edit regardless of approval status.

To complete the Project Assistance form, click the icon at the top of the Project Detail Sheet

Figure 69: Project Assistance Screen

1. Indicate if the project requires assistance from the region or a Service Center

2. If assistance is required, indicate the type of assistance

3. Select Save and Continue to save your selection

PST Reports

Upon completion of the initial steps of the import process, an icon called PST Reports

is displayed at the top of the Project Detail Sheet. This icon allows users to view the current project’s PST Project Summary information directly from the PMIS.

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Figure 70: PST Reports Icon

Edit PST Project Information after PMIS Import

The Project Bridge interface provides some flexibility in that you are not locked into the work order bundles that you originally imported with the project. PMIS and the PST work together to assist you in adjusting your projects and components before regional and/or WASO review.

Request PST Edit

Park, Region, and WASO PMIS users can Request PST Edit at different times in the PMIS process. This function allows PMIS users to communicate with PST users regarding the need to modify one or more of the pre-populated fields that are only editable in the FMSS/PST. This process makes it possible to edit the data fields in the PST and transfer the updated information to the PMIS.

NOTE: You can only Request PST Edit at the highest level of review for that particular project. For example a park-level user will not be able to Request PST Edit if a project is region-reviewed. In this case, the region would have to Request PST Edit on behalf of the park or release it down to the park. Similarly, if a project is WASO-reviewed, WASO would have to Request PST Edit or release it down to the region; the region would then have to Request PST on behalf of the park or release it down to the park.

Data fields that must be edited via the PST include:

Total Project Score and DOI Deferred Maintenance and Capital Improvement Ranking Categories (not directly editable)

Project Asset Types

Component Net Construction Cost Estimates

Change in Scope of Work (Change in association of FMSS Work Orders with the PMIS Project Funding Components as a result of adding/deleting FMSS Work Orders to/from PST Projects)


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Figure 71: Request PST Edit

1. From the Project Detail Sheet, select the Request PST Edit icon

The Request Edit in PST page contains specific instructions about how to request an edit. If you decide not to request the PST edit once you enter this page, you can select the Cancel and Exit button to return to the Project Detail Sheet.

Figure 72: Request PST Edit Screen

1. Select the project funding component that needs PST edit

2. Enter the reasoning for and type of edit required in the comment box

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3. Click the Send Request button. The system will then display a confirmation of your edit request

Figure 73: Request PST Edit Confirmation

4. Click OK to exit the operation

The PMIS then displays a confirmation page, and an email is delivered to the PST Project contact(s) listed in the project information. Once the adjustments have been made in the PST and the project has been re-queued, the PMIS will send the user who requested the PST edit an email notification.

The PMIS also displays a banner at the top of the corresponding Project Detail Sheet. This banner indicates when a project is awaiting PST edit.

Figure 74: Project Awaiting PST Edit

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Scan PST

After you have requested a PST edit, a new icon called Scan PST will appear at the top of the Project Detail Sheet. Clicking the Scan PST icon immediately scans the PST for revisions that have been made to the project instead of waiting for an hourly scan that occurs automatically. After clicking the icon, refresh your screen by pressing the F5 key on your keyboard.

NOTE: Once Request PST Edit has been requested, you cannot Request PST Edit on the same project again until the first edit request has been handled.

Figure 75: Scan PST

Moving a Project through the PMIS Process

From this point forward, the project moves through the regular PMIS process. The project must go through the following PMIS phases before other options are available involving the PST-imported data:

1. Park Processes a. Park Review and Approval b. Park Prioritization c. Select Eligible Funding Categories and respond to any required criteria d. Respond to Capital Asset Accounting Determination (CAAD), if required e. Submit Funding Component (to Region)

2. Regional Processes

You cannot choose the Import Facility Project link for a project that has been sent back to the PST for editing. Once the PST user sends the project back to PMIS, the information will be automatically updated. When returning to a PMIS project that has been sent back to the PST for editing, search for that project in the PMIS.


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a. Regional Review and Approval b. Formulation

Regroup Components

Regrouping components consists of moving work orders between a project’s PMIS Project Funding Components. There are two instances in which park users can regroup components:

1. The project is a partnership project, or 2. The region has requested that the park regroup the components

If either of these cases is true, the Regroup Components icon will appear on the Project Detail Sheet.

NOTE: If the region has requested component regroup, then a Close Request icon will also appear on the Project Detail Sheet.

Figure 76: Regroup Components Icon

When regrouping, you must decide how to rearrange work orders and add-on costs into appropriate funding components in order to adjust the net construction estimate for the components. However, because you cannot delete an imported work order, the Total Project Net Construction cost will remain the same.

There are two ways to adjust the funding component costs:

Assign an FMSS work order with a non-zero net cost to a different funding component

Adjust the default percentages for second-level add-ons associated with a component

The Regroup Components process dictates that no work orders remain available and unassigned at the end of each regroup procedure.


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Figure 77: Respond to Request for Regroup

1. To regroup components, click the Regroup Components icon on the Project Detail Sheet, and then complete the necessary regroup steps (below)

2. After regrouping, if you are responding to a regroup request from the Region, you must close the regroup request loop by clicking the Close Request icon

NOTE: Remember that if you are regrouping components for a partnership project, the Close Request icon will not be displayed.

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Figure 78: Regroup Components

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1. Select a work order number from a list

2. Click the Assign and Remove buttons to move a work order number from an Available list to an Assigned list or vice versa. Any change will result in a change in Component Net Construction Cost as well as changes in Component Funding Request and Total Project Cost

3. If necessary, change the percentage value associated with the add-ons

4. Click the Regroup Components button to save your changes

5. If the regroup was requested by the Region, click the Close Request icon at the top of the Project Detail Sheet. Otherwise, the regroup process ends with Step 4

Close Request for Regroup

Figure 79: Close Request for Regroup

After clicking the Close Request icon on the Project Detail Sheet:

1. Type an explanation of how you regrouped the components

2. Click the Close Request button

3. An e-mail alert message is automatically sent to the regional user who requested the regroup

Consolidating Components

If users wish to consolidate components in the PMIS after import, they should be aware that sending the project back to the PST for edits and instructing the PST user to delete the work

During the regroup process, PMIS will delete a component if all work orders are moved to other components and all add-on costs are zeroed out. You will be given a warning when you click the Regroup Components icon indicating that the component will be deleted upon saving your changes. The deletion will show up in the audit log.

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orders associated with a particular component will not empty existing component information from the PMIS. Instead, users should ask their regional program manager with formulation rights to combine the components using the Regroup Components icon when the project is being evaluated at the regional level.

NOTE: Only unformulated components can be regrouped.

Modify an Add-on

PMIS park-level users with Import from PST rights can modify the default percentages for add-ons as long as the component maintains its Draft/Awaiting Park Review or Park-submitted/Awaiting Region Review status. However, once the component has been submitted, add-ons may only be modified if the regional reviewer marks the cost estimate as ―Needs Edit.‖

To modify an add-on prior to component submission, use the Edit Component icon on the component header associated with the component you wish to modify. Once you are within the component edit module, scroll down to the add-ons section of the cost estimate.

Figure 80: Edit a PMIS Funding Component

The project funding component cost estimate items and add-ons screen will be displayed. If, after examining the add-ons, you determine that no changes need to be made, click on the Exit Process button to return to the Project Detail Sheet.

To modify an add-on use the following steps:


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Figure 81: Modify an Add-on

1. Enter a value into the associated Desired (%) text box

2. Click the Save Add-ons button after you have changed all the add-ons you wish to modify

3. Once you have finished, click on the Exit Process button to return to the Project Detail Sheet

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Region-Level Functions

The Project Bridge is designed to facilitate communication between regional PMIS users, park level PMIS users, and FMSS users. After a facility project has been bundled in the PST, imported to the PMIS, reviewed and approved by park management, and submitted to the region, the process does not end. Regional PMIS users can modify PMIS projects and send requests back to the park to have changes made in the PMIS or in the PST.

Regional PMIS users have the option to Request PST Edit. This makes it possible to edit the data fields in the PST that are not editable in the PMIS and then send the updated information back to the PMIS. This process is the same for regional PMIS users as it is for park users and is explained in the section of this user guide entitled: Edit PST Project Information after PMIS Import

Additionally, Regional PMIS users have the option to view projects that have been marked Request PST Edit and projects which WASO has recommended be marked Request PST Edit. This information is displayed in the maroon banner upon login.

Figure 82: Regional User Session Login

1. To see the list of projects that have been marked Request PST Edit, click on the Click here link

NOTE: If there are too many records to fit on a single page, the Next button will appear above the table.

Figure 83: Projects Open for Edit in PST

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2. To see the list of projects that have been recommended for Request PST Edit by WASO, click on the second Click here link

Figure 84: WASO Recommended Request PST Edit

Request a Regroup of PMIS Components

Regional users can request that a park regroup components after the project has been park approved with at least one submitted component. An email alert will be sent back to the regional user when the regroup request is fulfilled and closed by a park level user.

To request a regroup of components:

Figure 85: Request Regroup of Components

1. Select the Request Regroup icon from the Project Detail Sheet

The screen below is displayed. Notice that important notes about requesting a regroup are displayed in the red box above the editable instruction field. If you choose not to proceed with the Request Regroup, select Cancel & Exit

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Figure 86: Request Regroup

2. Enter the reason the project requires regroup

3. Click the Send Request button

Figure 87: Request Regroup Confirmation

The PMIS then displays a confirmation page, and an email is delivered to the PMIS project contact listed in the project information. Select the OK button to continue working in the PMIS.

After the adjustments have been made and the request has been closed, the PMIS will send the originator of the Request Regroup an email notification.

Adding Components

Once a project has been created in the PST and imported by a PMIS user, PST users must use the Request PST Edit process to add work orders to existing project components. To add a component to a PMIS project, the project must be park-approved, and all required steps must be completed for submitting the funding component. This includes project prioritization or

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marking the project as an exception1; specification of eligible funding categories; and responding to any required criteria. Then, the project must, at a minimum, be approved by the region.

Regionally Approved Projects

Once the project has been regionally approved, the region can Request PST Edit. Requests for PST edits should be made by someone who is knowledgeable about the FMSS and/or the work orders that comprise the project. If no PMIS users meet these criteria, edits should be requested in concert with an FMSS user to determine what work orders will need to be added as part of the project scope as well as which component(s) the work order(s) should be added to. Work orders can only be added to components that already exist in the PMIS.

When requesting PST edits, the PMIS user sending the project back for edits should include instructions regarding what edits should be made by selecting the project funding component(s) which need PST edit as well as providing the reasoning for and type of edit required in the ―Request Edit in PST‖ text box. Alternatively, the PMIS user can contact the FMSS user by phone so that the FMSS user who receives the project will have the information needed to complete his/her portion.

After an FMSS/PST user has added the work orders specified to an existing project component in the PST, the FMSS portion of the Request PST Edit process is complete. Once the project has been sent back to the PMIS, an appropriate PMIS user (most likely a regional user) would need to use the regroup components process to move the work orders to a new component or else request that the park regroup components.

WASO-Approved Projects

For WASO-approved projects, a WASO user with appropriate rights would need to Request PST Edit on behalf of the region or else will need to un-approve the project at the WASO level so that the region can then follow the steps outlined in the regionally approved projects section above.

Modify an Add-on

At the time of formulation, important financial factors come into play for facility projects, such as applying escalation costs and modifying second level add-ons, which the PMIS does automatically. Once formulation has occurred, regional PMIS users with formulation rights have three options to modify an add-on:

1. Mark the cost estimate as Needs Edit and have the park modify the add-on 2. Adjust the add-on Desired (%) 3. Disable the automatic add-on adjustments and enter a flat dollar amount

1 Marking a project as an exception is a regional process that must be completed by a regional PMIS

administrator. It is typically done outside of the timeframe for the annual Servicewide Comprehensive Call (SCC), when prioritization is locked down.


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To modify add-ons after formulation, use the Edit Component icon on the component header to enter the component edit mode and then scroll down to the add-ons section of the cost estimate section. If after examining the add-ons you determine that no changes need to be made, click on the Exit Process button to return to the Project Detail Sheet.

Figure 88: Edit a PMIS Funding Component

Figure 89: Modify an Add-on

1. To adjust the default percentage, enter a value into the associated Desired (%) text box

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2. To enter a flat dollar amount in the Amount column, check the Disable Automatic Add-on Adjustment box

3. After selecting the Disable Automatic Add-on Adjustment, the system will make the Desired (%) field read-only, and open the flat dollar amount field to be modified

4. Click the Save Add-ons button after you have changed all the add-ons you wanted to modify. This action will update values associated with either the Desired (%) or Flat Dollar Amount

5. When you are finished, click on the Exit Process button to return to the Project Detail Sheet

Override Cost Estimates Imported from the PST

A regional user with formulation rights can override cost estimates imported from the PST and archive the original cost estimate.

When using flat dollar amounts for add-ons, if the formulation of a component changes, flat dollar amounts are not updated. Therefore, if components’ funding is delayed, the user must make any required adjustments to these flat dollar figures manually.

Overriding a PST-imported cost estimate should only be used to elevate the level of the estimate from a Class C to B or Class B to A. Please note that, once an override has occurred, the cost connection between PMIS and FMSS has been broken. Also, when cost estimates are overridden the Total Project Scores and percentages will remain tied to the PST-Imported cost estimate.


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Figure 90: Override PST Cost Estimate

1. Click the New Estimate icon located on the top of the Cost Estimate and Add-on section of the Project Funding Component Cost Estimate Items and Add-ons screen

The following pop-up message will appear:

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Figure 91: Confirm New Cost Estimate

If you click OK, the following screen is displayed.

Figure 92: View Archived Cost Estimate

NOTE: At any time, you can view the imported PST estimate by selecting the View Archive icon. The archived component cost estimate information will be displayed such as the figure below.

If you click OK, the system will overwrite the cost estimate. This will PERMANENTLY delete the imported cost estimate information from the project, and all subsequent cost estimates will have to be manually entered. This action CANNOT be undone. Click Cancel to keep the PST-imported cost estimate.


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Figure 93: Hide Archived Cost Estimate

Click the Hide Archive icon to return to the modified cost estimate.


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Add New Cost Item

Figure 94: Add New Cost Item

1. Click the New Cost Item icon

2. Complete the fields for the new cost item

3. Click the Add Item button to save the new cost item

If you click Cancel the system will not incorporate the new cost item

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After clicking Add Item, the screen will refresh, and the new information will appear in the Cost Items and Add-ons section.

Figure 95: Edit New Cost Item

Edit New Cost Item

To edit the cost item that was added, click the Edit icon. The editable text boxes will open, and you can make your desired changes.


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Figure 96: Save New Cost Item

1. To abandon your changes without saving, click the Edit icon

2. To save your changes, click the Update button

Delete New Cost Item

Figure 97: Delete New Cost Item

1. To delete the new cost item, click the Recycle Bin icon next to the item you wish to delete

The following pop-up will appear.

Figure 98: Confirm Delete New Cost Item

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If you click OK in the pop-up, the system will remove the cost item from the listing. If you click Cancel it will remain.

Create a No-Cost Add-on

A regional user with formulation rights can create a no-net-cost component. This allows the user to move add-ons related to an existing component that might be funded by a separate funding source or in a different funding fiscal year. For example, design and pre-design add-ons are often contracted one or two years prior to actual construction, and, sometimes, they use different fund sources. The Derive Add-on Component creates a new project funding component, allowing you to move these costs into this new separate component.

NOTE: You should go back and zero out the add-ons you do not want to come over so that you do not double count the costs.

Deleting a new cost item cannot be reversed.


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Figure 99: Derive Add-on Component

1. Click the Derive Add-on Component icon in the component you want to modify, and then confirm by clicking OK in the pop-up box that follows

2. The PMIS then adds a component to the project with a Component Net Construction cost of $0.00 (a notation is added to the component title indicating it is a derived component and from which component it is derived)

3. Add-ons are also created with dollar amounts based on default percentages of the total project cost

4. Use the Edit Component function to modify the add-ons and follow the instructions from the modify add-on section

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Deleting PST-Imported Projects

The PMIS allows users with appropriate rights to delete projects. Once projects are deleted from the PMIS, they cannot be restored.

When a PMIS user deletes a project that has been imported from the PST, the PMIS will flag the queue record for the bundle, and the PST will remove the project linkage information in the FMSS work order records. Deleting the linkage frees the FMSS or PST user to delete these work orders or to include them in other PMIS Projects. It also allows PST users to dissolve the existing bundle. The technical teams have enabled the same updates to happen between the two systems when legacy projects, those created prior to implementation of the PST, are deleted in the PMIS.

If a project has been deleted and its related work orders in the FMSS have been unlinked, those work orders may be changed, deleted, or incorporated into a different PMIS project. Therefore, the ability to restore a deleted project in the PMIS can no longer occur because data would be misaligned between the PMIS and the FMSS. However, a search function has been developed to enable users to see deleted projects and their history.

Search for Deleted Projects

This search lists deleted projects and provides links to the Project Detail Sheet. The Project Detail Sheet associated with the deleted project also allows users to view the audit trail associated with each project.


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Figure 100: Search for Deleted Projects

1. Click on the Search icon and choose the Advanced Search link

2. Click the Deleted Only radio button within the search parameters screen

3. Click the Search Projects with Specified Components button at the bottom of the Advanced Search screen

A list of projects matching your search criteria will be generated with links to each project.

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Figure 101: Project Search Results Page

To access the Project Detail Sheet associated with a project from the displayed list, click on the title link within the title column of the Project Search results screen.


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Chapter 4 Documenting Work in the FMSS


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PST Work Order Tracking

Once a project has been funded in PMIS, all labor, materials, tools, and services required to complete the project should be documented in the FMSS work orders. To retain the work order hierarchy and integrity of PMIS project bundles, the work orders for PST-generated projects are available only in the PST Work Order Tracking Application.

NOTE: Legacy PMIS projects not developed through the PST will remain in the normal Work Order Tracking Application.

Figure 102: PST Work Order Tracking Application

The PST Work Order Tracking application behaves in the same manner as the Work Order Tracking application except that you cannot add or delete work orders from the work order hierarchies. Work orders can be updated, and the work flow process can be initiated at any time. Actuals can be tracked against an individual work order and labor hours can also be documented in the Labor Reporting application for PST work orders. As with any work order, all appropriate fields should be completed prior to approving the work order.

NOTE: PST Work Orders cannot be edited in the 12 critical fields used to calculate the Total Project Score:

Work Order Number

Parent Work Order Number

Work Type

Work Sub-type

WBS Component

WBS Sub-component

PMIS Number

PMIS Component Letter

Location Number

Asset Number

Work Order Priority

Planned Costs


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NOTE: INPROJ status is no longer a work order status; all existing project work orders are returned to COSTED.

Related Records

Documenting work related to a project but not specifically funded through PMIS can be tracked using the Related Records feature of the FMSS. The process is slightly different in the PST Work Order Tracking application, which requires the following process.

Figure 103: Related Records Tab

1. Open the Parent PMIS work order in the PST Work Order Tracking Application

2. Select Related Records tab

3. Click New Row

4. Use the menu on the Work Order field to select Go To Work Order Tracking

Figure 104: Creating Related Records

5. Locate or create the related record

6. Select Return With Value. You will be returned to the PST Work Order Tracking application

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Figure 105: Saving PMIS Parent Work Order

7. Save the PMIS Parent Work Order

Initiating Work

Ideally the entire group of project work orders is only initiated once PMIS funding has been approved. In rare cases a park may find an emergency requires initiation of a work order prior to funding approval or the park is able to reprogram funds, allowing them to address a work order assigned to a PMIS project. In these cases the work order may need adjusting to show it is base-funded and then approved for documenting the work.

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Appendices


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Appendix I: Supplemental E-courses

The following list of e-courses will provide supplemental information to those users who are less familiar with the Facility Management Software System (FMSS) or the Project Management Information System (PMIS).

PMIS Course 1: Introduction to PMIS

Description: This course includes an overview of the Project Management Information System (PMIS) and its use and purpose within the National Park Service (NPS). There are step-by-step instructions for accessing the PMIS, creating a profile, and using the search and report function of PMIS.

Audience: All new and existing users of the PMIS, Superintendents, and Managers.

Prerequisite Notes: There are no prerequisites for this course.

Objectives: Describe the Project Management Information System (PMIS); Explain the purpose and benefits of PMIS; Explain the role of the PMIS in the Servicewide Comprehensive Call (SCC); Explain the importance of five-year plans; Describe policies and business principles in the PMIS; Express the importance of consistent, timely, and accurate information in the PMIS; Differentiate between a project and component; Explain the PMIS process from start to finish; Access the PMIS on your computer; Use the PMIS search module to locate projects; Use the PMIS report module to generate reports; Register to use the PMIS; State necessary use rights needed to complete functions within the PMIS.

Catalog Code: NPS-BGT1001

PMIS Course 2: Create a Project

Description: This course describes basic functions of the Project Management Information System (PMIS), including navigation features and functions of the database. There are step-by-step instructions about how to enter projects and components and other functions that must be performed by park/unit users to manage their projects in the system.

Audience: PMIS users who will create projects at the park/unit level; and PMIS users who will require a higher level of user rights.

Prerequisite Notes: You must complete PMIS Course 1 and pass the test before taking this course.

Objectives: After completing this course, you should be able to:


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Identify and understand parts of the Project Detail Sheet

Understand basic PMIS navigation functions

Create or import a new project record Catalog Code: NPS-BGT1002

PMIS Course 3: Managing Your PMIS Projects

Description: In this course, you will learn about how to make the project ready for park review by using some more advanced skills, especially project and component editing. This course then takes you through the process of preparing your project for regional review, and explains your responsibilities after your project has been funded through to completion.

Audience: PMIS users who will edit projects at the park/unit level, and PMIS users who will require a higher level of user rights.


Objectives: After completing this course you should be able to:

Describe the importance of, and methods to update, the ―Always Open‖ reference fields

Edit project data

Edit funding component data

Respond to and release Needs Edit

View project notes and enter comments in a project record

Complete a Capital Asset Accounting Determination (CAAD)

Specify Eligible Funding Categories for a Project Funding Component

Enter Status Reports and Completion Reports Catalog Code: NPS-BGT1003

PMIS Course 4: Park/Unit Review of PMIS Projects

Description: This course focuses on the park processes of project review, approval, and prioritization processes, as well as the submission of Project Funding Components. The course also discusses the processes that occur outside of the PMIS while carrying out system functions.

Audience: PMIS users who need to have Editing, Approval or Prioritization/ Submission rights at Park/Unit Level; and PMIS users who will need rights at the region, WASO or administrator levels.


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Objectives:

After completing this course, you should be able to:

Explain the park/unit level review and approval process for PMIS projects

Explain the concept of prioritization within the Servicewide Comprehensive Call

Complete PMIS prioritization of park/unit projects

Submit Project Funding Components for region review

Explain how the PMIS can aid in making management decisions

Articulate how Region- and WASO-level processes in the PMIS affect project status

Articulate the importance of good communication among people involved in the PMIS and budget processes

Articulate the Mark Exception process and how to initiate it

Explain the importance of maintaining accurate, up-to-date data in PMIS

Explain how and why to delete a PMIS project Catalog Code: NPS-BGT2001

PMIS Course 5: Region/WASO Review and Funding of PMIS Project Funding Components

Description: This course describes the PMIS processes of reviewing and prioritizing Project Funding Components; formulating them to a Fund Source; presenting them for upper level review; and then funding the components and assigning account numbers to the park/unit so they can begin work.

Audience: You should be taking this course if you fall into one of the following categories: You are, or will be, a PMIS Administrator, who is required to take Course 5. (This course is a prerequisite of Course 5.); You are a staff member at the Region level whose job responsibilities require you to review, prioritize, approve, formulate, and/or fund projects or Project Funding Components in the PMIS; You are a staff member at the WASO level whose job responsibilities require you to review, edit and approve PMIS projects or Project Funding Components; You are interested in learning more about the whole PMIS process.


Objectives: Identify user rights and how they are assigned at the Region and WASO Levels; Understand when to lock/unlock funding categories and fund sources; Lock/unlock funding categories and fund sources; Mark a project or Project Funding Component NeedsEdit; Region- approve projects and Project Funding Components; Prioritize Project Funding Components by Fund Source; Formulate Project Funding Components to Fund Sources; WASO-Approve Projects and Project Funding Components; Fund a Project Funding Component; Delete and/or restore


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previously deleted projects; Archive and view a snapshot of the PMIS project records to assist you in decisions related to future funding and needs; Split a component and process the split portion in a future fiscal year (FY).

Catalog Code: NPS- BGT3001

Asset Management: Foundations of Asset Management

Description: This course discusses the components of the Facility Management Program the NPS has adopted to manage its assets more effectively. It also includes a unit on the Asset Management Process, an established work flow that is common to many disciplines. It is based on industry standards and supports effective asset management.

Audience: This course is intended for anyone working within the FMSS who wants to learn more about using the FMSS to manage park inventory and resources.

Prerequisite Notes: This course and the following 7 courses replace the original FMSS e-course MNT 1003.

Objectives: Identify the purpose of facility management. Describe each component of the FMP. -Explain how the NPS defines the term asset. Explain the NPS mission and the NPS responsibilities of stewardship and accountability. Describe the purpose of asset life cycle management and how it will address the deferred maintenance backlog and recapitalization. Identify key legislation, regulations, and directives concerning NPS asset management. Explain the purpose of the AMP and each of its components. Describe the relationship between mission and needs assessment. Interpret Asset Priority Index (API) and Facility Condition Index (FCI) ratings. Differentiate between facility maintenance and facility operations.

Catalog Code: NPS-MNT1007

Operations and Maintenance: Overview and Introduction to the FMSS

Description: This course introduces the database the National Park Service uses to manage its assets, the FMSS. The FMSS serves as a tracking tool that provides accountability for the Asset Management Process.

Audience: This course is intended for anyone working within the FMSS who wants to learn more about the overall use of the FMSS.

Prerequisite Notes: This is the second course in a series of eight courses that provide an introduction to the Facility Management Software System.


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Objectives: Recognize the benefits of using the FMSS. Identify how locations and assets are organized in the asset hierarchy. Locate and explain the basic FMSS navigational elements. Conduct a simple search in the FMSS using wildcards.


Operations and Maintenance: Asset Inventory

Description: In this course, you will learn how to use the FMSS database to create location and equipment/feature records.

Audience: This course is designed for all FMSS users to help them understand the basis of the FMSS data and park account managers and other users that have the signature security to insert new records.

Prerequisite Notes: This is the third course in a series of eight courses that provide an introduction to the Facility Management Software System.

Objectives: Differentiate between assets and equipment. Identify how the asset hierarchy is structured. -Create records for assets in the FMSS. Identify how the equipment/feature hierarchy is structured. Identify the purpose of the work breakdown structure. -Identify the naming conventions for equipment/feature records. Create FMSS records for features and equipment.


Operations and Maintenance: Work Orders

Description: Work orders are a primary element of the FMSS. They are used to plan work and resource needs. They act as guidelines for the people performing the work. They are also used to track work that has been performed and events that have occurred, providing information for evaluation. In this course, you will learn how work orders are created and used.

Audience: This course is intended for anyone working within the FMSS who wants to learn more about using the FMSS to manage work orders.

Prerequisite Notes: This is the sixth course in a series of eight courses that provide an introduction to the Facility Management Software System.

Objectives: Create work orders. Change a work order's status and recognize the meaning of that status. Enter actuals (the labor, materials, and tools that were used) in a work order.


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Appendix II: Glossary

Capital Improvement (CI)

Alterations (AL) – Subtype of CI. Changes to the interior arrangements or other physical characteristics of an existing facility or installed equipment so that it can be used more effectively for its currently designated purpose or adapted to a new use. Alterations may include work referred to as improvement, conversion, remodeling, and modernization. Such alterations are not maintenance. Cost of Ownership. Work to change the function of an existing facility or any of its components. The capacity or size of the facility is not expanded. Deferred maintenance of the original facility may be reduced or eliminated by an alteration. Attachment G

Energy Policy (EP) – Subtype of CI. New equipment or alterations to a facility that demonstrate the objectives and principles defined in EO-13423 and the Federal Leadership in High Performance and Sustainable Buildings. This policy includes employing integrated design, optimizing energy performance, protecting and conserving water, enhancing indoor environmental quality, and reducing environmental impacts of materials.

Includes projects that are intended to show reduction in energy consumption and should reduce energy costs by 30% for a new building compared to baseline building performance rating per ASHRAE Std 90.1-2004: or 20% for existing facilities or equipment per 2003 baseline. Projects intended to demonstrate water usage reduction should reduce indoor potable water use by 20% or outdoor potable water use by 50%.

[NOTE: The above definition is a draft definition only]

Legislatively Mandated (LM) – Subtype of CI. A change or capital improvement to the physical characteristics of an existing facility or equipment to meet compliance with Federal, state and local codes, standards, and laws. Examples include: Providing universal ADA accessibility; compliance with Federal, state, and/or local building codes; and upgrading electric systems to meet new code.


New Construction (NC) – Subtype of CI. Construction that adds to the existing footprint of an asset, or creates a new asset.

Facility Maintenance (FM) – Work type. The day-to-day activities, as well as the planned 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. Facility maintenance includes all activities not included in facility operations and capital improvements. Maintenance to repair unscheduled and scheduled deficiencies during the time period in which they occur. This includes preventive maintenance for buildings, structures, and installed building equipment (IBE) as recommended by the manufacturer. Includes engineering


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and/or contracted A&E services that support planning, design, and execution of maintenance activities. Attachment G

Corrective Maintenance (CM) – Subtype of FM. Unanticipated reactive repairs that may not be estimated and planned, but accomplished by local staff or existing service contractors. Note: Not part of the condition assessment process, but a facility maintenance function relating to service calls. Unscheduled maintenance repairs to correct deficiencies during the year in which they occur. Attachment G

Component Renewal (CR) – Also known as Recapitalization. Subtype of FM. The planned replacement of a component or system that will reach the end of its useful life based on condition and life cycle analysis within the facility’s lifetime. Examples of component renewals include roof systems, utility components, pavement, and other major dynamic equipment.

Component Renewal Deferred Maintenance (CRDM) – Subtype of FM. A component renewal work type that has been tracked in the system and facility management practice and is not funded when identified as Deferred Maintenance will then move into the Component Renewal Deferred Maintenance work type category. Note: This allows for long-term business practices to be documented and reported.

Demolition (DEM) – Subtype of FM. Removal of an asset that has been determined to be unsafe or no longer meets, or is not required to meet, mission goals. Removal of an NPS asset is determined by management in conjunction with the NPS planning and compliance procedures. Dismantling and removal, or surplusing of a deteriorated or otherwise unneeded asset or item of installed building equipment (IBE), includes necessary clean-up work, during the year in which the need occurred. Attachment G

Deferred Maintenance (DM) – Subtype of FM. Maintenance that was not performed when it should have been or was scheduled to be and which, therefore, is put off or delayed. Continued deferment of maintenance will result in deficiencies. FMAR.

In practice, this means actions that are required to correct existing deficiencies that are a result of unaccomplished past maintenance, repairs and replacements. This DOES NOT include constructed asset deficiencies where there is non-compliance to codes (e.g., life safety, ADA, OSHA, environmental, etc.) and other regulatory or Executive Order compliance requirements. Includes engineering and/or contracted A&E services that support planning, design, and execution of deferred maintenance activities. Attachment G

Emergency Maintenance (EM) – Subtype of FM. A maintenance task intended to avert an immediate hazard or to correct an unexpected failure (i.e., responding to a utility spill, rockslide). Maintenance activities that are unscheduled repairs, to include call outs, to correct an emergency need to prevent injury, loss of property, or return asset to service. These repairs are initiated within a very short time period from which the need is identified, usually within hours. Attachment G


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Legislatively Mandated (LM) – Subtype of FM. A change or capital improvement to the physical characteristics of an existing facility or equipment to meet compliance with Federal, state and local codes, standards, and laws. Examples include: Providing universal ADA accessibility; compliance with Federal, state, and/or local building codes; and upgrading electric systems to meet new code.


Preventive Maintenance (PM) – Subtype of FM. Regularly scheduled periodic maintenance activities (within a year) on selected equipment, typically includes inspection, lubrication, and minor adjustment.

Recurring Maintenance (RM) (Cyclic in nature) – Subtype of FM. Work activities that recur based on normal wear patterns on a periodic cycle of greater than one year and less than 10 years. Typical work includes painting, caulking, sealing, and carpet replacement.

Note: A few RM activities may have cycles greater than 10 years, such as repointing of bricks.

Recurring Maintenance Deferred Maintenance (RMDM) – Subtype of FM. Recurring maintenance that has been identified and tracked in the system and facility management practices, and is not funded when required, will move into this work type category.

Note: This allows for long-term business practices to be documented and reported.

Facility Operations (FO) – Work type. Work activities performed on a recurring basis throughout the year intended to meet routine, daily park operational needs. Typical work performed under operations includes janitorial and custodial services, snow removal, operation or purchase of utilities (water, sewer, and electricity), and grounds keeping. Parks and Recreation. Activities related to the normal performance of the functions for which a facility or item of Installed Building equipment (IBE) is intended to be used. Costs such as utilities (electricity, water, sewage), fuel, janitorial services, window cleaning, rodent and pest control, upkeep of grounds, vehicle rentals, waste management, periodic condition assessments, the Facilities Maintenance Management System (FMMS)[FMSS in the NPS], miscellaneous engineer services not attributable to a specific project and personnel costs associated with the performance of these functions are generally included within the scope of operations and are not considered maintenance costs. Attachment G

Activate and Deactivate (AD) – Subtype of FO. Typically seasonally-driven opening and closing of an asset for operation. Weatherizing or securing asset systems prior to the closed period and start-up and testing of asset systems to begin the open period. LCWG

Business (BU) – Subtype of FO. Activities not directly associated with a constructed asset that pertain to the labor hours and leave of park employees. Annual leave, sick leave, compensatory time taken, holiday, admin leave, LWOP regular, AWOL, non-duty


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career seasonal and furlough, suspension hours, FECA Cop, FECA Worker’s Compensation DOL, used time-off award, sick/annual leave advance. LCWG

Custodial (CU) – Subtype of FO. Standard custodial tasks performed at various frequencies (daily, weekly, monthly, etc.) for functional spaces within a given asset. Sweeping, mopping, trash collection, restroom cleaning, etc. LCWG

Grounds Care (GC) – Subtype of FO. LCWG

Management (MG) – Subtype of FO. Activities not directly associated with a constructed asset that pertain to the overall management and administration of the park. Communications, shop management and control, shop inventory management and control, meetings, training, reports, the FMSS/Maximo, supervision, planning, field investigation or quality checks, budget, payroll, personnel, office administration, partnership. LCWG

Operate Plant/ System (PS) – Subtype of FO. Periodic tasks that require a specialized full-time equivalent (FTE), such as testing and monitoring of a waste treatment plant. Testing and monitoring of a waste treatment plant. LCWG

Pest Control (PC) – Subtype of FO. Periodic treatments or actions that eliminate or protect facilities from pests. The term ―pest‖ encompasses insects, rodents, nematodes, fungi, weeds, and any other form of terrestrial or aquatic plant or animal life or virus, bacteria or other form of micro-organism. LCWG

Refuse Collection (RC) – Subtype of FO. Refuse/recycling collection begins after refuse has been collected from individual rooms and placed in an intermediate container. Includes the emptying of the intermediate container into a dumpster and emptying the dumpster at an approved landfill or transfer station. LCWG

Snow/Sand/Debris (SN) – Subtype of FO. Facility activities performed as needed to ensure safety from unanticipated hazards or obstructions. Removal or precautions applied to roads, parking, trails, roofs, beaches, waterways, and sidewalks. LCWG

Utilities Cost (UT) – Subtype of FO. Services and commodities used to operate facilities that are delivered by pipeline or other line. Sewer, water, electrical, natural gas, and propane. Includes energy, water or wastewater that is generated or treated onsite, purchased from a municipal system, or from a private supplier. LCWG

Facility – PMIS – Real or personal property which is managed 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 shall also be applied to movable items such as vehicles and equipment.


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Construction Costs – Include the cost to repair, replace, rehabilitate or reconstruct an existing asset, or construct a new asset. Construction costs include: (1) contractor costs for labor, materials, overhead, and mark-ups necessary for all construction activities or (2) NPS costs for work crews to perform construction activities including administrative overhead. (CEWG 2/07)

Construction Management – Includes on-site inspection during construction, review of shop drawings, preparation of construction modifications, validation of monthly construction progress payments, preparation of as-built drawings, and other management or inspection services necessary to oversee and implement the construction contract. For NPS projects, average costs for construction management should not exceed 8% of net construction. CEWG

Gross Construction Costs – Include net construction costs plus markups for construction management costs and construction contingency costs (generally 10% of the net construction). Markups may be expressed as a percentage of Net Construction Costs until they are costed at a class B or C level. CEWG

Net Construction Costs – The Direct Construction Costs - CESS with appropriate markups for Design Contingency, General and Administrative, Overhead, and Profit added-on. See Figure below. CEWG


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Appendix III: Cost Estimating: Net vs. Gross

When new projects are pulled in from the PST to the PMIS, six second-level add-ons will be automatically created. The FMSS holds net construction costs; the PMIS stores the second level add-ons. With this newly adopted business practice, the following items are standard mark-ups added to your queued project upon import to the PMIS: compliance, pre-design, final design, supplemental services, construction management, and construction contingency. The net construction costs of labor, materials, tools, and services will be passed on to the PMIS, and the PMIS will handle grossing and escalation to year of funding.

For a multi-component project, the first four non-construction second-level add-ons are applied to the first component only by default (a dollar amount calculated on net project construction). The last two construction add-ons are applied to all components (a dollar amount calculated on component net construction).

Default add-ons based on percentages will happen upon project import from the PST. These default add-ons are captured in the table below:

% of Total Project Net Construction

• Compliance (5%)

• Pre-design (5%)

• Final Design (10%)

• Supplemental Services (2%)

% of Component Net Construction

• Construction Management (8%)

• Construction Contingency (10%)

After projects are imported into the PMIS from the PST, PMIS users with editing rights will be able to edit the default percentages for second-level add-ons, although a record of the default (standard grossing item percentages) remains. The mark-ups can be modified according to a user’s PMIS editing rights at the park, region, program, or fund manager levels. This allows editing during review/approval and formulation.

If users wish to add in 8a or other net construction considerations, these costs must be added to the FMSS cost estimate before bundling and import to the PMIS.

In the past, users had been instructed that total project costs should match in the FMSS and the PMIS. The new business practice states that net cost estimates will match in the FMSS and the PMIS, but the total project costs should never match due to the addition of grossing add-ons.

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