Asset Management

Stan KaczmarczykApril 16, 2007

Draft 1.0 4/4/07 v1.1 (NOTE: Oct 29, 2008: original slides #8, 11, 20, 22, 23 and 24 deleted to condense for FedITAM website)

Office of Governmentwide Policy

In December 1995, GSA created the Office of Governmentwide Policy (OGP) to consolidate its policy functions into a single organization.

U.S. General Services Administration

Public

Buildings

Service

Federal

Acquisition

Service

Office of

Governmentwide

Policy

Office of Governmentwide Policy

OGP's policymaking authority covers the areas of:

• Real Property

• Personal Property

• Travel and Transportation

• Information Technology Strategy

• Regulatory Information

• Federal Advisory Committees

Office of Governmentwide Policy

OGP’s sphere of influence extends to government activities related to acquiring, using, disposing, and tracking Federal property and services including:

• The Federal Government's real property inventory – 3.8

billion square feet of space with an estimated replacement value of almost $1.4 trillion.

• Over 600,000 vehicles and 1,460 aircraft owned or leased by Federal agencies.

• $12.3 billion in annual travel expenditures.

• The disposal of over $21 billion of Federal excess personal property each year.

Real Property PMA Initiative

• Lack of accountability within the Federal Government

• Lack of useful information within Federal agencies

• Abundance of underused or unneeded Federal property

• Excessive cost to Federal Government

• Lack of necessary tools and incentives for agency disposal of underused properties

Over the past decade, the Federal government has continued to face significant challenges managing its real property portfolio:

• The President signed EO 13327, Federal Real Property Asset Management in

February 2004

– Created the Federal Real Property Council (FRPC)

FRPC develops performance measures and guidance for agency’s asset

management plans

– Established Senior Real Property Officer (SRPO) role

SRPOs create agency asset management planning process

– Mandated the creation of a centralized real property database

GSA is responsible for developing and managing the database of assets

And…‘Real Property’ was added to the President’s Management Agenda

Real Property PMA Initiative

Real Property PMA Initiative

FRPC Goals:

• Increase agency accountability for asset management

• Compare and benchmark assets

• Improve decision-making with accurate and reliable data

• Dispose a minimum of $15 billion in unneeded real

Software Asset Management

The purpose of the Software Asset Management (SAM) project is to provide guidance and tools for agencies to collect and maintain information to manage the full life-cycle of software as an important asset. The basic premise of SAM is to:

• Know what you buy• Buy only what you need • Manage the life cycle of COTS assets

Desired outcome of a successful SAM program:a) Reduce the total cost of ownership of software assets

1. Better software prices2. Reduce maintenance and initial license costs3. Decrease fees through competitive replacement4. Better software asset accountability5. Aggregation of business processes

b) Accurate vendor paymentsc) Faster disaster recoveryd) Improve version and patch management thus security e) Software license compliance

Software Asset Management

Initiatives:• GSA and an Inter-Agency Advisory

Committee are developing a software asset model and architectural framework for managing Commercial Off-The-Shelf software.

• GSA has conducted agency interviews and surveys of the marketplace– Data calls indicate that agencies do not have good

enterprise-wide software assets management

– Industry currently does not provide complete tools needed provide software life-cycle management

Software Asset Management

Challenges to Establishing Effective Software Asset Management:

• Reason it is not being already done – it is very hard

• Commercial sector does not do it well either

• Data standards for feeder systems do not exist

• Overall SAM Enterprise Frameworks do not exist

• Implementing policy that integrates multiple key business processes

• Dealing with an intangible asset that has many different terms of use depending on the vendor, dealing with each vendor requires a unique approach

• Try not to create a process that requires excessive overhead for agencies

Personal Property

• The Federal Government owns personal property

assets valued over $1.2 Trillion.

• Policies and Best Practices originating from

GSA/OGP govern how these assets are

managed.

Personal Property Initiatives

• Governmentwide Performance Measures and Desired

Outcomes

• Evaluation and Compliance

• Continuing collaboration with federal and non-federal

stakeholders

• Identifying Property Management “Best Practices”

• Exchange/Sale

Property Management Regulations

• Fleet FMR 102-24• Aircraft FMR 102-33• General FMR 102-35 (Published 3/7/07)

• Utilization FMR 102-36• Donation FMR 102-37• Sale FMR 102-38• Exchange/sale FMR 102-39• Hazardous FPMR 101-42 (FMR 102-40 Pending)

• Abandoned/forfeited FMR 102-41• Foreign Gifts FMR 102-42

• Supply/Procurement Subchapter E (FPMR)(FMR 102-21to 28 Pending)

Fleet Management

Federal Automotive Statistical Tool (FAST)– Automated reporting to support:

• GSA’s Federal Fleet Report• Energy’s alternative fuel reports• OMB’s annual A-11 budget request (Motor Vehicles)

Federal Aircraft Interactive Reporting System – Automated reporting to support:

• GSA’s Status of Federal Aircraft Programs

Fleet Management

Vehicle Allocation Methodology

• Agency-developed matrix to show when vehicles are needed based upon agency mission

• Addresses mission, passenger and cargo capacity, operating location, fuel economy, and alternative fuel mandates

• Right sizes fleet – Eliminates excess and under-utilized vehicles

• Smallest vehicles to perform mission

Fleet Management

Fleet Management Information Systems

• Most agencies do not use appropriate software

systems to manage fleets.

• New regulatory requirement that all agencies have a

Fleet MIS to manage the complete motor vehicle

lifecycle, including:– inventory, acquisition, utilization, maintenance, and disposal.

Fleet Management

Fleet Capital Asset Planning

• Fleet Capital Asset Planning Guide.– Assist agencies in developing fleet portfolios to achieve

mission goals at the lowest risk and cost.

– Assist agencies in justifying current fleets and planning for

fleet replacement through life-cycle cost analysis.

– Provide a base-line inventory and life-cycle costs in Fiscal

Year 2008.

Federal Asset Sales

Personal PropertySales Centers

Real PropertyDisposal Agencies

GSA GSA

USDA USDA

TREASURY VA

JUSTICE HUD

OTHERS – FY 2007 OTHER AGENCIES