Bureau of Indian Affairs Schools: New Facilities Management Information System Promising, but Improved Data Accuracy Needed

The Office of Facilities Management and Construction (OFMC) developed a report based on the FMIS inventory to ensure the accuracy and completeness of FMIS data. Items listed in the inventory are assigned a risk ranking based on the required maintenance schedule. High risk items are reviewed to ensure their accuracy, medium risk items are spot checked, and no action is taken on low risk items. In addition, 5 percent of the backlog projects are spot checked each year for accuracy and cost estimates are compared to a cost template developed by OFMC. Cost discrepancies are resolved with the region. Backlog data from the condition assessments continues to be reviewed for accuracy. OFMC uses a 2-step review process for items added to the backlog--the agency and region initially review the backlogs for approval/disapproval before they are reviewed at the Central Office. The FMIS Training Manual has evolved into a user's manual and contains extensive examples for data collection, input, and cost estimating. The manual is updated before each class and updated copies are available to all system users. In addition, a new Indian Affairs Manual was developed for Facilities Management and issued in August 2005. The manual identifies the FMIS-related responsibilities for BIA staff. Also, tribal responsibilities have been developed and are included in the P.L. 93-638 contracts and P.L. 100-297 grants. Based on this work, a performance element addressing FMIS accountability and acceptable levels of performance have been established and included in the performance standards for FY 2005. Employees receiving a minimally successful or unsatisfactory rating will be placed on a Performance Improvement Plan. In addition, OFMC will limit or deny FMIS access to any employee that receives a minimally successful or unsuccessful rating.

The Office of Facilities Management and Construction (OFMC) developed a table within FMIS to track and identify data input problem areas and trends. This table will be expanded as appropriate. Based on OFMC's review of the data, there was a 21 percent decrease in disapprovals of items entered into the system from 2003 to 2004 and a 35 percent decrease so far in 2005. A Validation Building Report is provided to each region; this report identifies the locations with the highest disapproval ratings and recommends needed training. Based on the review and analysis of the disapproval data, training classes and the training manual have been updated. In addition, OFMC hired a GS-14 Supervisory Facility Program Specialist to provide quality assurance oversight. Responsibilities include overseeing the development of new FMIS modules, managing the internal program reviews, which checks the validity of FMIS encoding by local staff, and serving as the COTR for the condition assessment and gatekeeping contractors.