Detailed Documentation Simplifies FRPP Data Submission

The annual round of data submissions to the Federal Real Property Profile (FRPP) is due December 15. VISTA has helped one client devise a detailed validation and FRPP submission process, to ensure that the data submission is as accurate and precise as possible.

The process validates the client’s asset data, resolves any potential discrepancies, and allows all necessary corrections to be made before being uploaded into the FRPP system. In preparing real property data, analysts follow a quality control process to ensure that the Departmental data set complies with requirements in FRPC’s FY 2007 Guidance for Real Property Inventory Reporting. VISTA’s Data Validation Methodology document is the main component in the quality control and data validation process. By adhering to the document, the process:

• Provides consistent documentation of the inventory development process, to verify data integrity and accuracy;
• Identifies and reduces errors and exclusions;
• Maximizes data reliability within the inventory preparation and documentation process; and
• Facilitates internal and external inventory review processes.

The elements below are those that analysts find critical for data validation:

Disposals. Identification of any assets that were included in the prior years’ submission that were not included in the current FY FRPP data submission. Identification of any missing disposal data for assets that were identified as disposals in the current submission.

Data Completeness. Ensuring that null records and zeros appear only in those attributes where they would represent an acceptable value. (For example, a null value is allowable as a utilization percentage of a parking structure because parking structures do not require a utilization rate.).

Record Redundancy. Record redundancy checks are completed to ensure there is one and only one record for each Real Property Unique Identifier.

Real Property Type and Use Relationships. Values for Real Property Type and Real Property Use are compared with the FRPC Guidance to ensure that the appropriate codes are used in relationship with one another. (For example, a Real Property Use of “Agriculture” is not allowable in a record denoted as a Real Property Type of “Building” or “Structure.”)

State Codes. Verification that all provided State Codes are correctly assigned with respect to the Zip Code provided and the asset’s location.

Utilization Index. Verification that a Utilization Index value is provided for all Offices, Hospitals, Warehouses, Laboratories, and Housing as required by the FRPC Guidance. Provided utilization percentage is compared with reporting categories (Over Utilized, Utilized, Under Utilized, Not Utilized) for each Building Use Category to ensure that they were properly assigned.

Mission Dependency. Validation that the Mission Dependency value provided for each record aligns with Agency data reporting guidance.

Condition Index. This is a calculation of the Condition Index for each record using the Cost of Repair Needs and the Plant Replacement Value. This calculated Condition Index is compared to the previous year’s Condition Index to identify discrepancies.

Plant Replacement Value. Plant Replacement Value is assessed per square foot by Real Property Use, and an acceptable range is established for data validation purposes.

Cost of Repair Needs. Determination of a Cost of Repair Needs per square foot by Real Property Use; an established acceptable range is developed for data validation purposes.

Operations and Maintenance Cost. Operations and Maintenance Cost per Unit of Measure is calculated for each Real Property Use, and compared to the industry standard to determine if the reported data is reasonable.

Units of Measure. Verification that the appropriate Unit of Measure was reported for each Real Property Use.

This data validation process helps VISTA’s client accurately and efficiently gather, validate and submit its real property asset data to the FRPP. Through the use of the methodology, the accuracy of the client’s data submissions will be continually improved – providing sound, strategic real property decision support now and for years to come.