Attch 5 RPAI_Playbook_Consolidated.pdf

Real Property Accountability and Inventory Playbook

Consolidated PDF

Date of Playbook Consolidation: 26 June 2014

Note: Please check the Playbook on the CE Portal for the most updated version. Updates are communicated through the “Playbook Updates” list on the right hand side of each Playbook.

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Attachment 6 RPAI Playbook

Real Property Accountability and Inventory – Playbook Overview (HAF/A7CO Approval Pending)

Introduction Playbook Table of Contents Real Property Accountability and Inventory Playbook Scope

Introduction

The Real Property Accountability and Inventory Playbook features five chapters illustrating the various tasks related to the accountability of Air Force (AF) Real Property (RP). This Playbook is meant to be a living document with the number of chapters and appendices subject to change over time.

The Real Property Office (RPO) is the functional entity that performs all base Real Estate (RE) and RP work.

Definition of RP:

RP includes lands, buildings, structures, utilities systems, improvements, and appurtenances thereto. The definition of RP also includes equipment attached to and made part of buildings and structures (such as heating systems), but not movable equipment (such as plant equipment).

Playbook Table of Contents

This Playbook includes the following chapters:

Coordinating Real Property Office Interactions

1.0 Real Property Office Interactions

Managing Installations/Sites

2.0 Create/Update Installation Record

3.0 Create Site Record

Capitalizing Work

4.0 Capitalize Work

5.0 Work Order Processing

Managing Real Property

6.0 Real Property Classification

7.0 Change in Use

8.0 Perform Real Property Inventory

9.0 Determine Real Property Installed Equipment (RPIE) Classification

10.0 Add/Update Agreements

11.0 Perform Compliance Inspections

12.0 Reconcile Tenant/Service Discrepancy

Achieving Audit Readiness

13.0 Internal Controls

14.0 Prepare for Audit

Appendices

Frequently Asked Questions

Data Elements Expanded Definitions

Routine Data Calls/Reporting

Supporting Documentation Index

Form Guides o AF Form 123, Request for Changed Use of Real Property o AF Form 1192, USAF Installation Characteristics Report

Report Guides o Air Force Real Property Reports Index

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o Automated Civil Engineer System – Real Property Module (ACES-RP) Report 7115 (Report Guide:

RCS SAF-MII(A) 7115)

Tenant/Service Appendices o Data Elements Reconciled for Service-to-Service/Agency for Facilities on Air Force Installations o Data Elements Reconciled for Service-to-Service/Agency for Facilities on Air Force Installations

Worksheet o Data Elements Reconciled for Service-to-Service for Air Force Facilities on Non-Air Force

Installations o RPA Interest Type Codes (Real Property Information Model [RPIM] 7.0) o Command Code Crosswalk to RPIM Organization Codes

Real Property Accountability and Inventory Playbook Scope

Limitations. This Playbook does not replace, supersede, or circumvent existing Department of Defense (DoD) or AF policy. This Playbook is intended to be used as a supplement to existing Executive Orders (EO), DoD Instructions (DoDI), United Facilities Criteria (UFC), Air Force Instructions (AFIs), Air Force Handbooks (AFHs), and Air Force Manuals (AFMANs).

Applicability. This Playbook is written for the Installation RPO and applies to all Major Commands (MAJCOMs), Direct Reporting Units (DRUs), Field Operating Agencies (FOAs), and installations within the Air Force. In addition, this Playbook is linked to other relevant Civil Engineer (CE) Playbooks.

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Real Property Accountability and Inventory – 1.0 Real Property Office Interactions

Narrative

The Installation Real Property Office (RPO) works with all offices within the Civil Engineer (CE) Squadron and numerous offices outside of the CE Squadron. This is a compilation of common interactions that the Installation RPO encounters in routine activities organized by interactions within and outside of the CE Squadron. The Installation RPO is encouraged to develop effective working relationships with the numerous partners with whom they coordinate.

Interactions within the CE Squadron

Base Civil Engineer (BCE)

Installation Management Flight (CEI)

Engineering Flight (CEN)

Explosive Ordinance Disposal (EOD) Flight (CED)

Fire Emergency Services (FES) Flight (CEF)

Operations Flight (CEO)

Readiness & Emergency Management Flight (CEX)

Interactions outside the CE Squadron

Wing Commander

Financial Management (FM) Commander

Installation Commander

Mission Support Group (MSG) Commander

Base Accounting and Finance Office

Base Contracting Office

Base Legal Office

Security Forces

Major Commands (MAJCOMs)

Air Force Civil Engineer (A7C)

Air Force Civil Engineer Center (AFCEC)

Air National Guard (ANG)

Assistant Secretary of the Air Force for Installations and Environment (SAF/IE)

U.S. Army Corps of Engineers (USACE) and Naval Facilities Engineering Command (NAVFAC)

General Services Administration (GSA)

Under Secretary of Defense (USD) for Acquisition, Technology & Logistics (AT&L)

Host Nations

Local Civic Leaders

Auditors

Other Entities o Bureau of Land Management (BLM) o Native American Tribes o Public Entities o Private Entities

Review Boards o Facilities Board o Work Request Review Board (WRRB) o Space Working Group / Facilities: Space Sub-Activities Management Plan (AMP) (or equivalent) o Real Estate & Natural Infrastructure (RE&NI): Real Estate Transactions (RET) and Leased Space

Sub-AMPs

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Interactions within the CE Squadron

For official guidance and further explanation of the CE Squadron structure, refer to the Program Action Directive (PAD) 12-03, Implementation of Enterprise-Wide Civil Engineer Transformation.

Base Civil Engineer (BCE)

The BCE:

Ensures that reporting is compliant with AFCEC, U.S. Air Force, Department of Defense (DoD), and the Federal Real Property Council (FRPC) requirements

Ensures Real Property Inventory (RPI) data is complete, accurate, auditable, and current along with properly maintaining correct supporting documentation

Directs periodic inventories in accordance with (IAW) policy and regulations to ensure accurate and current RPI data

Installation Management Flight (CEI)

The Installation Management Flight provides oversight of financial management support, IT management, and force support for the squadron. Additionally, this flight provides oversight and management of Real Property (RP), cultural and natural resources, environmental compliance, hazardous waste management, housing, dormitory, and furnishing management. The flight combines these functions with new areas of responsibility (AOR) into three elements: Asset Accountability (CEIA), Housing Management (CEIH), and Environmental (CEIE).

Below are example key responsibilities within this flight:

Consults with the State Historic Preservation officer and the Advisory Council on Historic Preservation

Consults with regulatory agencies as required if RP includes wetlands, floodplains, coastal zones, or threatened or endangered species

Manages Automated Civil Engineer System – Real Property Module (ACES-RP) data (input, validation, and update)

Conducts Environmental Impact Analysis Process (EIAP) and Environmental Baseline Survey (EBS)

Conducts property assessments

Conducts Space Accountability processes

Engineering Flight (CEN)

The Engineering Flight is responsible for portfolio optimization, community planning, environmental planning, program development, energy, design and construction management, installation geospatial information and service (IGIS), and Comprehensive Asset Management Plan (CAMP) integration. The flight also provides installation mapping, facility floor plan maintenance, CE record drawing management, and project management to include design, contract execution, and Simplified Acquisition of Base Engineering Requirements (SABER). The Portfolio Optimization Element (CENP) and Project Management Element (CENM) comprise the Engineering Flight.

Below is a list of example key responsibilities within this flight:

Reviews outgrant requests for mission compatibility

Utilizes Space Accountability data to develop space requirements and optimization plans

Provides Department of Defense (DD) Form 1354 and supporting documentation for all Sustainment, Restoration, and Modernization (SRM), demolition, and construction projects under its authority

Coordinates project fiscal tracking with Resources Section (CEIAR) during the project lifecycle

Coordinates with the Installation RPO for pre/final inspection attendance

Explosive Ordinance Disposal (EOD) Flight (CED)

The EOD Flight provides oversight and management of the capabilities to safely neutralize explosive components.

The Logistics Element (CEDL), Operations and Training Element (CEDO), and Plans and Intel Element (CEDP) comprise the EOD Flight.

Fire Emergency Services (FES) Flight (CEF)

The FES Flight provides oversight and management of all FES response, prevention capabilities, and hazardous materials (HAZMAT) training response. The Fire Prevention Element (CEFP), Operations Element (CEFO), and Training Element (CEFT) comprise the FES Flight.

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The Operations Flight provides oversight and management of facility and infrastructure operations, maintenance and repair, material control, customer service, services contract management, and operations engineering functions. The flight is also responsible for transportation and utilities AMP management. The Facility Systems Element (CEOF), Heavy Repair Element (CEOH), Infrastructure Systems Element (CEOI), and Operations Engineering Element (CEOE) comprise the Operations Flight.

Below is a list of example interactions within this flight:

Oversees Direct Scheduled Work (DSW), Recurring Work Program (RWP), and Work Orders (W/O) o Creates and classifies work on RP o Manages the corrective maintenance lifecycle

Coordinates and prepares the DD Form 1354 for in-house work and service contract work with the Installation RPO when work meets capital improvements criteria

Oversees the Facility Manager program (see corresponding section in the ACES-RP Student Training Guide [January 2011] for more information)

Coordinates with Operations Flight to obtain necessary data to support facility capitalization and update asset review screen

Readiness and Emergency Management Flight (CEX)

The Readiness and Emergency Management Flight provides oversight and management of the installation emergency management program, and the CE Squadron expeditionary engineering program to include Prime Base Engineer Emergency Force (Prime BEEF) operations. The flight also trains installation populace on Chemical, Biological, Radiological, and Nuclear (CBRN) defense, Air Force incident management, and Emergency Response Operations while serving as the installation CBRN/HAZMAT emergency responders. The Emergency Management Element (CEXM) and the Expeditionary Engineering Element (CEXE) comprise the Readiness and Emergency Management Flight.

Interactions outside the CE Squadron

The information below is not an all-inclusive list.

Wing Commander

The Wing Commander serves as the Facilities Board Chair, approval authority for space moves and RE actions within delegated authority, and Real Property Accountable Officer (RPAO) appointing authority.

Installation Commander

The Installation Commander has the authority to execute RET and coordinate RP asset management for the base under delegation of authority from SAF/IEI through AFCEC and the MAJCOM. Generally, the Installation Commander or Wing Commander makes decisions about the use of RP through the Facilities Board. In some cases, the Installation RPO and Engineering Flight work with the Installation Commander on space allocation in a facility. The Installation RPO’s responsibility is to ensure the Installation or Wing Commander understands all options regarding space allocations through accurate Space Accountability. The Installation Commander is also responsible for appointing the RPAO on a Special G-Series Order after a selection is made by the servicing Civilian Personnel Office/Supervisor. The RPAO cannot be a contractor and must be a civilian employee of the Federal Government.

Mission Support Group (MSG) Commander

The MSG Commander chairs the Real Estate Working Group - name may vary at each location (i.e., Space Panel, Space Utilization Board).

Comptroller Squadron

The Comptroller Squadron plays a key role in funding W/Os and improvements to Air Force RP. Information on construction and improvements must reach both Accounting and the RPO to ensure the information is entered into the appropriate systems.

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The Comptroller Squadron Commander serves as the installation resources program and financial institute liaison officer.

Contracting Squadron

The Contracting Squadron prepares contracts for activities on base; e.g., cable providers, refuse collectors, janitorial services. The Contracting Squadron should coordinate with the Installation RPO for Space Accountability information prior to solicitations or contract awards. Contracts may allocate government-furnished space outside the traditional Real Estate (RE) function. Transformation activities in the Acquisition Community make it essential the Installation RPO is aware of all space allocations and accurate data is in the RPI.

Base Legal Office

Contact the Base Legal Office for guidance and review as necessary.

A Staff Judge Advocate (JA) in the Base Legal Office is the advisor on the documentation and justification for preparing legal instruments. Base Legal Office review of all documentation ensures the best interest of the government is being served. Base Legal Office’s concurrence or non-concurrence on an instrument must be in writing and accompany the document until signature. All supporting documentation must be kept for future reference and audit trail.

Communications Squadron

The Communications Squadron ensures coordination is sought for any kind of communications-related items (e.g., cell phone towers, generators, antennas) brought to the Installation RPO’s attention.

Security Forces

Security Forces is an Anti-Terrorism/Force Protection (AT/FP) point of contact (POC) and provides assistance on boundary and facility inspections.

Major Commands (MAJCOMs)

The Installation RPO seeks endorsement from the MAJCOM for transaction packages requiring approval from AFCEC or higher.

Air Force Civil Engineer (A7C)

The Air Force Civil Engineer develops policy and guidance for programming, environmental, planning, and construction activities for all Air Force installations. A7C is the Executive Process Owner of ACES-RP and coordinates programming for funding sustainment, operation, and modernization of the associated systems. Housing and Utility Privatization are also a function of CE. In addition, this office is responsible for providing all Office of Secretary of Defense (OSD) guidance related to RPI management to the bases and incorporated into ACES-RP.

Air Force Civil Engineer Center (AFCEC)

The AFCEC Installations Directorate (AFCEC/CI) provides enterprise-wide housing solutions and conducts the strategic acquisition, management, and disposal of Air Force RP. It executes SAF/IEI land and facilities policies through a full suite of services, including appraisals, lease renewals, licenses, easements, title opinions, environmental cleanup and transfer of property impacted by Base Realignment and Closure (BRAC) legislation, and other support services. The RET Division (AFCEC/CIT) is responsible for execution and oversight of RP transactions and manages all active duty and BRAC RE actions. The division directly supports more than 160 Air Force installations worldwide and executes acquisitions and in-grants such as licenses, leases, permits, easements, gifts, condemnations, congressional notifications, and Readiness and Environmental Protection Initiative easements. The division also executes outgrants and disposals, special waivers, fair market value negotiations, and other complex property transfers.

Air National Guard (ANG)

The Installation RPO must be managed by a federal employee known as the United States Property Fiscal Officer (USPFO). The USPFO may delegate to the BCE, who may also act as the RPAO.

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In some instances, ANG has been granted access to the databases necessary to maintain records independently.

However, if the ANG is a tenant on an Air Force active duty base, the Installation RPO acts as the accountable officer and the ANG must interact very closely with the USPFO/Installation RPO to maintain the records.

Assistant Secretary of the Air Force for Installations, Environment, and Logistics (SAF/IE)

The Assistant Secretary for Installations, Environment, and Logistics (SAF/IE) is the delegated authority for RET for installations, military construction, and base closure and realignment. SAF/IE is the primary POC for Assistant Secretary of the Air Force, Legislative Liaison (SAF/LL) to address White House and Congressional inquiries. Most RE authorities are delegated from SAF/IE to SAF/IEI and AFCEC. However, there are some authorities that reside only in SAF/IEI and have not been delegated. RET over a specified dollar amount or length of temporary interest requires approval and signature by SAF/IEI. These dollar amounts fluctuate and are set by the Secretary of the Air Force (SECAF).

U.S. Army Corps of Engineers (USACE) and Naval Facilities Engineering Command (NAVFAC)

USACE and NAVFAC have contracting authority to act as RE agent and design/construction agent for the Air Force for major land or facility acquisitions; i.e., land purchase and military construction (MILCON). The USACE accomplishes RE actions for bases when assistance is requested by the installation or by AFCEC/CIT and can provide the installation with expertise on:

Appraising RP

Negotiating with property owners

Preparing, recording, and distributing legal instruments

Disposing of excess Air Force RP through GSA

Serving as the custodian of legal records for RP controlled by the Air Force

Providing copies of legal instruments or RE maps

Costs for these services may be provided by AFCEC.

General Services Administration (GSA)

GSA is the Executive Agent for RP for the Federal government and administers the laws and regulations that govern acquisition, use, and disposal of Federal RP. In the continental United States, the Air Force must process requests through GSA to lease general-purpose (office or warehouse) space outside the National Capital Region (NCR). NCR is an area that encompasses a 100-mile radius from the nation’s capital building.

GSA leases the space, and assigns it to one or more agencies for the period of time specified. The requesting agencies are responsible for all costs. Where GSA staff is unavailable, the base receives authority to contract for the administrative or warehouse space directly.

Under Secretary of Defense (USD) for Acquisition, Technology & Logistics (AT&L)

The USD (AT&L) is the principal staff assistant and advisor for the Secretary and Deputy Secretary of Defense for all matters related to the DoD Acquisition System, research and development, advanced technology, developmental test and evaluation, production, logistics, installation management, military construction, procurement, environment security, and nuclear, chemical, and biological matters.

Host Nations

All Air Force installations and sites located outside the United States may be subject to additional guidelines (i.e., Standard of Forces Agreement [SOFA], bilateral country agreements, North Atlantic Treaty Organization [NATO]).

Therefore, there may be different offices and coordinated efforts for each country. Below is a list of example interactions.

The Host Nation accomplishes construction or acquisition of RP

The Host Nation approves demolition of RP

Local Civic Leaders

These include local civic leaders and retired military leaders that work to foster harmony and partnership between the installation and the local community.

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Auditors

The Installation RPO may be audited by the Air Force Audit Agency (AFAA), Government Accountability Office (GAO), and various DoD agencies.

Other Entities

Bureau of Land Management (BLM)

The BLM is housed within the U.S. Department of Interior (DoI). The BLM is accountable for managing natural resources. For further information, refer to the DoI’s BLM National Home Page.

Native American Tribes

Excess Air Force housing units are relocated to local Indian reservations that are in need. For additional information, refer to Walking Shield, Inc.’s webpage.

Public Entities

Other public entities can include the state and county courthouse, state government, municipal airport authorities, port authorities, the post office, the mayor’s office, county water systems, adjacent land owners, and tenants.

Below is a list of example interactions:

Courthouse (city, state, and county) o Deed/title search o File and record RE instruments o Property line disputes o RE tax disputes

Post office o Street address issuance

Mayor’s office o Grants and annexation issues Process could involve other local officials (i.e., city clerks, county officials, notary, county water systems)

Local congressional delegation

Private Entities

The Installation RPO may interact with various private companies (i.e., phone, power, cable, and gas), adjacent land owners, and tenants. Below is a list of example interactions:

Phone company, gas/electric company have utilities that cross installation property (i.e., erecting power line, phone line)

Private companies that have licensing agreements to service the installation (i.e., cable company providing telecommunications support)

Review Boards

Facilities Board

The installation Facilities Board (previously known as the Facilities Utilization Board and the Corporate Board) is the corporate decision-making body for RE and RP actions, chaired by the Installation Commander. All RP actions should have the support and approval of the Facilities Board or similar committee. As a best practice, the Installation RPO should regularly attend Facilities Board meetings. By attending, the Installation RPO will be able to:

Voice concerns

Provide recommendations

Understand installation plans

Work Request Review Board (WRRB)

It is strongly recommended that the Installation RPO participate in the WRRB. By attending the WRRB, the Installation RPO will be able to:

Determine what DSW, RWP, and W/Os will require capitalization

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State whether the task or project requires a RP action or if a different facility number should be used

Gain insight on the overall task and project processes

Increase awareness on planned demolitions

Space Working Group: Space Sub-AMP (or equivalent)

Space Working Group: Space Sub-AMP is responsible for reviewing official space requests, developing courses of action (COA), and presenting the COAs to the Facilities Board for approval. The Installation RPO is responsible for Space Accountability, which includes working with customers requesting space, evaluating space requests against existing standards, and processing space requests through the Facility Board as appropriate.

The BCE has the flexibility to assign the Facility Space sub-AMP Manager role to either the Installation Management Flight or Engineering Flight based on available manpower.

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Real Property Accountability and Inventory – 2.0 Create/Update Installation Record

Roles and Responsibilities

This process illustrates how the Installation Real Property Office (RPO) creates or updates an installation record by completing the AF Form 1192, Installation Characteristics Report.

According to the Automated Civil Engineer System - Real Property Module (ACES-RP) Student Training Guide (January 2011), an installation is a military base, camp, post, station, yard, center, homeport facility, or other activity under the jurisdiction of the Department of Defense (DoD).

An installation is a single site or grouping of sites for inventory reporting. There are four types of installations: primary, auxiliary, off-base, and detached. Simply stated, installations represent management organizations with a mission. AF Form 1192 is the official form used to document additions, changes, and deletions for installations. The specific action determines which blocks on the form must be completed. Ultimately, the blocks that require an entry will depend on guidance from the Air Force Civil Engineering Center / Installations Directorate, Real Estate Transactions (AFCEC/CIT) or the Headquarters Air Force (HAF) RPO.

ROLES RESPONSIBILITIES

Defense Informations

System Agency (DISA)

DISA (also known as the Standards Support Group) registers the installation code assigned by the

HAF RPO

HAF RPO The HAF RPO manages the Installation Header File (IHF) record for new installations, assigns new installation codes and informs DISA, prepares General-series (G-series) orders and updates the Air Staff Real Property System, and forwards a copy of special orders along with the AF Form 1192 to AFCEC/CIT

AFCEC/CIT AFCEC/CIT reviews the AF Form 1192 and submits to the HAF RPO and forwards copies to the Installation RPO

Installation RPO The Installation RPO identifies installation characteristics changes and initiates the AF Form 1192, compiles all applicable documentation with AF Form 1192 then submits to AFCEC/CIT for approval, and updates the IHF record or the Real Property – Installations screen in ACES-RP

Decision 2.1 – Establishing new installation or updating existing installation?

Role: HAF RPO

This process can start in one of two ways. Decision 2.1 is a routing step to trigger the Create/Update Installation Record process in the correct swimlane.

If ‘New,’ proceed to Step 2.2.

If ‘Existing,’ proceed to Step 2.7.

Step 2.2 – Identify installation characteristics change and initiate AF Form 1192

The HAF RPO initiates the AF Form 1192 process. Note: for installations crossing state lines, use one AF Form 1192 for each state.

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Proceed to Step 2.3.

Step 2.3 – Annotate form to indicate new installation

Once the HAF RPO identifies an AF Form 1192 is needed, the HAF RPO annotates the form to indicate the installation is new.

Proceed to Step 2.4.

Step 2.4 – Compile all applicable documentation with AF Form 1192

The HAF RPO compiles all applicable documentation with the AF Form 1192. Refer to the AF Form 1192 Form Guide for further explanation on how to complete the form.

Proceed to Step 2.5.

Step 2.5 – Assign installation code and forward to DISA

If a new IHF record is required, the HAF RPO assigns the installation code and informs DISA. Note that AF Forms 1192 requiring the HAF RPO to publish special orders must be received at least 30 days prior to the effective date of the change.

Proceed to Step 2.6.

Step 2.6 – Register installation code and forward to HAF RPO Role: DISA

Once the request is received, DISA electronically registers the installation code and forwards back to the HAF RPO.

Proceed to Step 2.12.

Step 2.7 – Identify installation characteristics change and initiate AF Form 1192 Role: Installation RPO

The Installation RPO identifies an installation characteristics change and initiates the AF Form 1192 process.

Determinations for initiating the AF Form 1192 can include: name change of an installation, reportable command change, reportable installation change, disposals, inactivation, declaration of excess, change of installation type, administrative corrections, and installation function change. Some examples of characteristics changes are Joint Basing, return to Host Nation, or Base Realignment and Closure (BRAC). Once the installation characteristics change is identified, the Installation RPO will complete an AF Form 1192. Note: for installations crossing state lines, use one AF Form 1192 for each state.

Proceed to Step 2.8.

Step 2.8 – Annotate form to indicate existing installation

Once the Installation RPO identifies an installation characteristics change requiring the AF Form 1192, the Installation RPO annotates the form to indicate that the installation is already in existence. As a minimum, the Installation RPO must have the installation code and installation name filled out in the applicable blocks.

Proceed to Step 2.9.

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Step 2.9 – Compile all applicable documentation with AF Form 1192

The Installation RPO compiles all applicable documentation with the AF Form 1192. Refer to the AF Form 1192 Form Guide for further explanation on how to complete the form.

Proceed to Step 2.10.

Step 2.10 – Submit to AFCEC/CIT for approval

The Installation RPO submits the AF Form 1192 (and the documentation attached) to AFCEC/CIT no later than 15 days after the change to the installation occurs. As a best practice, the Installation RPO submits the AF Form 1192 electronically.

Note that the first site is always created from the installation. If additional sites are required, the AF Form 1192 is not needed.

Proceed to Step 2.11.

Step 2.11 – Review and sign AF Form 1192 and submit to HAF RPO, along with special orders, if applicable Role: AFCEC/CIT

AFCEC/CIT reviews and signs the AF Form 1192 once it is received from the Installation RPO and then submits it to the HAF RPO along with special orders (if applicable) in accordance with (IAW) Air Force Instruction (AFI) 33-328, Administrative Orders (superseding AFI 37-128, Administrative Orders). When preparing G-series orders, always include a ‘to’ and ‘from’ along with effective start and end dates. AFCEC/CIT should also include any applicable documentation that gives the authority to make the change.

Refer to the ACES-RP Student Training Guide (January 2011) and AFI 32-9005, Real Property Accountability and Reporting (Attachment 3), for specific scenarios requiring special orders.

Proceed to Step 2.12.

Step 2.12 – Prepare G-series orders and update the Air Staff Real Property System

The HAF RPO prepares G-series orders using the completed AF Form 1192 with installation codes IAW AFI 33-328.

When preparing G-series orders, always include a ‘to’ and ‘from’ along with effective start and end dates. In addition, HAF RPO updates the Air Staff Real Property System (in ACES-RP).

Proceed to Step 2.13.

Step 2.13 – Forward copy of special orders and AF Form 1192 to AFCEC/CIT

The HAF RPO forwards a copy of the special orders (if applicable) and the AF Form 1192 to AFCEC/CIT. Information should not be updated or deleted in ACES-RP until the AF Form 1192 is approved, signed, and returned by the HAF RPO. The first site is automatic and does not require approval. Additional sites within the installation require approval from AFCEC/CIT.

Proceed to Step 2.14.

Step 2.14 – Forward copies to Installation RPO

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AFCEC/CIT receives a copy of special orders (if applicable) and the approved AF Form 1192 and then forwards these documents to the Installation RPO.

Proceed to Step 2.15.

Step 2.15 – Update IHF record in ACES-RP

The Installation RPO updates the IHF record (or the Real Property – Installations screen) within ACES-RP. Refer to the ACES-RP Student Training Guide (January 2011) for details.

End.

Real Property Accountability and Inventory – 2.0 Create/Update Installation Record

2.6 Register

installation code and forward to

HAF RPO

2.5

Assign installation code and forward to DISA

Start

2.1

Establishing new installation or updating existing installation?

New

2.2

Identify installation characteristics change and initiate AF Form

2.3

Annotate form to indicate new installation

2.4

Compile all applicable documentation with AF Form

2.12

Prepare G-series orders and update the Air Staff Real

Property System

2.13

Forward copy of special orders and

AF Form 1192 to

AFCEC/CIT

Existing

2.11 Review and sign

AF Form 1192 and submit to HAF

RPO, along with special orders, if applicable

2.14

Forward copies to

Installation RPO

2.7

Identify installation characteristics change and initiate AF Form

2.8

Annotate form to indicate existing installation

2.9

Compile all applicable documentation with AF Form

2.10

Submit to AFCEC/

CIT for approval

2.15

Update IHF record in ACES-RP

End

= Start & End

Shape Key

= Predefined Process

= Out of Scope Process >

= Phase

= Manual Activity

= On-Page Connector

= Automated Activity

= Annotation

= Decision Point = Off-Page Connector = High Level Process = Document

In s ta lla ti o n R

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Real Property Accountability and Inventory – 3.0 Create Site Record

This process illustrates how the Installation Real Property Office (RPO) creates additional site records. The initial site is created through the Create/Update Installation Record process.

According to the Automated Civil Engineer System – Real Property Module (ACES-RP) Student Training Guide (January 2011), a site is the sum of all contiguous Real Property (RP) assets at a specific location. A site may exist in one of three forms:

Land only, where there are no facilities, and the land consists of either a single or two or more land parcels

A facility or facilities only, where the underlying land is not owned or controlled by the government. A stand-alone facility can be a site

Land and all the facilities, where the land can consist of either a single or two or more contiguous land parcels

Refer to the ACES-RP Student Training Guide (January 2011) for additional information.

Discuss new site requirements with the Air Force Civil Engineering Center/Installations Directorate, Real Estate Transactions (AFCEC/CIT) prior to starting this process, and maintain contact throughout.

RPUIR The Real Property Unique Identifier Registry (RPUIR) is a centralized database within the OSD that generates and maintains RPUIDs for sites and assets. RPUIR automatically assigns the Real Property Site Unique Identifier (RPSUID)

AFCEC/CIT AFCEC/CIT is responsible for evaluating information listed on site request form within ACES-RP, determining whether any changes to site request form need to be made and informing the Installation RPO of those needed updates, reviewing the site request in the Air Staff Real Property System, and approving or denying site requests

Installation RPO The Installation RPO is responsible for identifying the need for additional sites, submitting site request forms in ACES-RP, notifying AFCEC/CIT of the need for site request approvals, and populating the site with facility numbers

Step 3.1 – Identify a need for additional sites

The Installation RPO identifies a need for additional sites based on the requirements discussed with AFCEC/CIT.

According to the ACES-RP Student Training Guide (January 2011), the rules for determining what constitutes single or multiple sites are dependent on the physical conditions. An example would be if a state or municipal road crosses an area of an installation. If the government has ownership of the land under the road, it would continue to be a single site; but if the road and the right-of-way are owned by some party other than the government, two sites are created, since contiguous ownership does not exist. For further clarification, refer to the ACES-RP Student Training Guide (January 2011).

Proceed to Step 3.2.

Attachment 6 RPAI Playbook https://hello.bah.com/teams/USG_D_AFCE/Real%20Estate/BPR%20-%20CEPGUI/RPAI%20Refresh%20Effort/Narratives/HTM%20Versions/3_0_CreateSiteRecord.htm#Intro https://hello.bah.com/teams/USG_D_AFCE/Real%20Estate/BPR%20-%20CEPGUI/RPAI%20Refresh%20Effort/Narratives/HTM%20Versions/3_0_CreateSiteRecord.htm#Roles https://hello.bah.com/teams/USG_D_AFCE/Real%20Estate/BPR%20-%20CEPGUI/RPAI%20Refresh%20Effort/Narratives/HTM%20Versions/3_0_CreateSiteRecord.htm#Narrative

Step 3.2 – Prepare and submit additional site requests in ACES-RP

Once the determination for additional sites has been made, the Installation RPO prepares and submits a site request to AFCEC/CIT using the site request form. This is an automated form within ACES-RP, found by navigating to the Installations tab, and then selecting Sites. The Installation RPO may reference the Department of Defense (DoD) Real Property Inventory Requirements (RPIR) Training Guide for additional information.

Proceed to Step 3.3.

Step 3.3 – Notify AFCEC/CIT of need for site request review/approval

Any additional site request created by the base goes into a holding table. Therefore, as a best practice, the Installation RPO should notify AFCEC/CIT of the need for review/approval of the site request to expedite the process.

Proceed to Step 3.4.

Step 3.4 – Evaluate information listed on site request form in ACES-RP

AFCEC/CIT decides whether to approve the site after receiving the site request. Once the site is approved, this automatically triggers an exchange with RPUIR.

Proceed to Decision 3.5.

Decision 3.5 – Any changes to site request form?

AFCEC/CIT determines whether any changes need to be made to the site request form.

If ‘Yes,’ proceed to Step 3.6.

If…