SDM Services IDIQ PowerPoint Presentation.pptx

General Service Administration Public Buildings Service Greater Southwest Region (Region 7) Spatial Management Program

Presented by:

Peter Koenig Program Manager

Region 7 Spatial Data Management Services IDIQ

Spatial Data Management (SDM) Overview The program’s goals are to:

Increase credibility with GSA/PBS customers Enable better asset management Improve rent bill accuracy

August 20,2012

GS-07P-12-UD-D-0033

Foundation of Developing Accurate Rent Bills

Rent is deposited in the Federal Buildings Fund for use by PBS.

5. Deposit Rent

Expenses directly & indirectly (overhead) related to the building are deducted and the remaining funds from operations (FFO) are used to finance new capital projects.

2. Appraise the building

Appraise the building in order to determine the commercially equivalent rate to charge per square foot.

1. Measure the space

Measure, classify & assign the space in order to know how many square feet to charge to the occupant agencies.

3. Price the space

Determine the price to charge to the agency for their space based on the appraised rate and the space measurement.

4. Fill the space with occupants

Billing takes effect based on the signed Occupancy Agreement.

Drawings & Spatial Information We have centralized locations and processes in place to manage drawings & spatial information.

Spatial Data Management (SDM) eSMART Building As-Built Floor Plans Space Assignments Drawing Library eDocs Project Drawings August 20,2012

We have developed an Electronic Document Management System (EDMS), to manage all of the project drawings (i.e. design, construction, and as-built documents), lease drawings, and the architectural floor plans for eSMART. The system that we have developed here in Region 7 is known as eDocs. In this system we have over 121,000 drawings and growing that we are currently managing. For managing the assignment drawings there is a national application known as eSMART that ties the assignment information to the architectural floor plans that are stored in eDocs. These two systems work together in keeping a current and historical record of the information in the buildings across our region.

With in our group we have program manager, four internal contractors and an external contracting firm that works with the business lines in ensuring we receive updated information to load into eDocs and eSMART. The eDocs program is managed by document management specialists which are internal contractors. Their main job is to coordinate with the project managers. In doing this we utilize some tools and/or reports such as EPM, IRIS, and others that the project managers might utilize to manage their projects. When we receive projects form the business lines the document management specialist scans, loads, and indexes the projects into eDocs. These projects are then utilized in maintaining the assignment drawings in eSMART. Here in Region 7 to keep eSMART up to date we have fully incorporated the Spatial Data Management (SDM) program into the Rent Bill Management process. The SDM program is the group that measures, and manages the eSMART drawings and data. The external contracting firm typically is the contractors that measure and update the architectural and assignment drawings. The internal contractors coordinate the maintenance request with the external contractor and checks the external contractors work. As part of the SDM maintenance program we provide square footage calculations for Pro Forma OAs and Final Space Certifications required for Rent Bill Management process for all own space is signed off by SDM. In addition, in dealing with the leased space we provide square footage calculations to the business lines when requested. Typically, the calculations for leased buildings are just to confirm what the lessor is providing. However, the Portfolio Lease buildings are managed in the same manner as the owned inventory.

SDM

Tools, Policies, & Procedures National eSMART Business Assignment Policy PBS CAD Standards National CAD Standards (Industry Standard) ANSI/BOMA Standards (Industry Standard)

Regional Drawing Library (eDocs) Standard Operating Procedures (SOP) August 20,2012

History of SDM in R7 R7 has been the leader in the SDM Program since 1996.

After reconciling 80% of R7 inventory in 2000 R7 increased its Revenue by 3%.

August 20,2012

Region 7 Buildings

August 20,2012

Greater Southwest Region

Federally Owned Building Locations eSMART Application

Over the last four years we have added Antenna and Parking assignments to the SDM Process.

Maintenance Actions Last 18 Months August 20,2012

Feb FY11 Mar FY11 Apr FY11 May FY11 Jun FY11 Jul FY11 Aug FY11 Sep FY11 Oct FY12 Nov FY12 Dec FY12 Jan FY12 Feb FY12 Mar FY12 Apr FY 12 May FY12 Jun FY12 Jul FY12 52 59 46 129 4 30 47 22 33 59 35 43 36 39 34 50 52 38

PBS Space Type & Categories

Field Work

Thank you Peter Koenig Program Manager August 20,2012 image1.png image2.png image3.png image4.png image5.png image6.png image7.png image8.png image9.png image10.png image11.png image12.png image13.png

Microsoft_Office_Excel_Worksheet1.xlsx Sheet1

Feb FY11 Mar FY11 Apr FY11 May FY11 Jun FY11 Jul FY11 Aug FY11 Sep FY11 Oct FY12 Nov FY12 Dec FY12 Jan FY12 Feb FY12 Mar FY12 Apr FY 12 May FY12 Jun FY12 Jul FY12

Maintennace 52 59 46 129 4 30 47 22 33 59 35 43 36 39 34 50 52 38 image14.png image15.png image16.jpeg image17.jpeg image18.jpeg image19.png image20.png