user guide hq-04: processing disposals in fbms and samms

User Guide HQ-04: Processing Disposals in FBMS and SAMMS

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This user guide describes the actions required for processing disposals. The annual Federal Real Property Profile (FRPP) guidance requires us to report “all assets that have exited the federal portfolio of assets during the reporting fiscal year. This includes, but is not limited to, sales, federal transfers, public benefit conveyances, and demolitions.” Other disposal methods we report in the FRPP are abandonment, lease expiration, lease termination, loss due to disaster, and exchange.

User Guide “HQ-05: Processing Administrative Deletions in FBMS and SAMMS” will provide guidance for administrative deletions. Deleted assets never existed or are not separate assets. We do not report deleted assets in the FRPP. During the confirmation step of the FRPP data submission, GSA’s FRPP database generates a Missing Assets report, which compares the current reporting year to the previous year. A separate report from FBMS explains why the Missing Assets are missing. Deletions include duplicates, items not recognized as real property (e.g., firebreaks and travel trailers), primary assets that have been converted to components, parent assets that are no longer needed after all their sub-assets are realigned, assets under construction for projects that were cancelled or changed from “replace” to “repair,” and assets the Service never owned or managed (e.g., county roads).

User Guide “HQ-06: Reduce the Footprint and Multi-Year Space Management Plan” will provide guidance for updating disposal planning fields in FBMS.

Advance Approval

When a Project Leader identifies an asset for demolition or off-site disposal, the station submits the appropriate form, with sections A and B and the Statement of Circumstances completed, for advance approval. Each asset requires a separate form.

1. FWS Certificate of Unserviceable Real Property: Submit a FWS Certificate of Unserviceable Real Property (FWS disposal certificate) only if the asset is unserviceable through fair wear and tear; there are no apparent property irregularities; no need to determine employee financial liability; no possible claims against the government; and firearms, ammunition, hazardous materials, controlled substances, explosives, or museum property are not included. User Guide SM-05: Disposal Process for Real Property Assets provides instructions for completing this form, which replaces DI-103A for FWS use.

2. DI-103 Report of Survey: If any of these conditions do not apply, the disposal requires a Board of Survey action. Submit form DI-103. This form requires approval by the Board of Survey Chairperson and another Board member, in addition to the Reviewing Authority.

3. Advance Approval: 372 FW 7.1.D.(3) requires advance approval by the Regional Director or Assistant Regional Director. However, Regions often delegate approval authority to other Regional staff or even the Project Leader. When the disposal document certifies that the asset has been disposed and explains the circumstances, HQ is responsible for adjusting FBMS real property records promptly, even if the Reviewing Authority signature block is blank.

Disposal Reporting Overview

When the disposal is complete, the Regional Asset Management Coordinator (AMC) or Regional Facility Management Coordinator (FMC) will attach a PDF of the disposal documentation to the FBMS building

https://www.fws.gov/refuges/facilities/pdfs/SM-05_Disposal_Process_for_Real_Property_Assets_7-15-2016.pdf

https://www.fws.gov/refuges/facilities/pdfs/SM-05_Disposal_Process_for_Real_Property_Assets_7-15-2016.pdf

https://www.fws.gov/policy/372fw7.html


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record, ask the Regional Quarters Coordinator to decommission any iQMIS record for the building, and then send an email notification to [email protected]. The HQ Real Property Disposal Coordinator will:

1. Open and review the attachment for completeness and accuracy.

2. On the FBMS General tab add REMOVE in front of the building description.

3. On the Disposal Data tab, complete the actual disposal fields, based on information in the attachment.

4. On the Supplemental Texts tab, create a Disposal remark that includes the disposal date, disposal type, and summary of the statement of circumstances from the disposal documents.

5. Retire the FBMS Asset Master Record and any sub-assets and confirm that FBMS has retired the building record.

6. When the interface decommissions the SAMMS record, notify the Region AMC, FMC, and, where appropriate, Regional Transportation Coordinator that disposal is complete.

Step-by-Step Guidance: Disposal Reporting Fields

Update the planned disposal and disposal reporting fields in FBMS as follows.

1. Log into FBMS.

2. Navigate to Process Building.

3. Find the building record.

If you know the business entity and building number, enter them and click to open the building record.


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If you know the Maximo ID (F, followed by the SAMMS location number), leave Business Entity blank, click in the Building field, and click Search.

In the search screen, on the DOI Selection by Building Address tab, enter the Maximo ID and click to find the record.

In the search results, click .


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FBMS will return to the Process Building search screen. Click to open the record in edit mode.

4. On the General tab, confirm that disposal documentation is attached. Click the Services for Object icon. Select Attachment List from dropdown menu.

Double-click the attachment to open it.

Read the attachment to confirm that it’s signed at the bottom, provides all the information required to identify the disposed asset, circumstances, and documents the disposal data to be reported in the Federal Real Property Profile: disposal date, disposal method, and, for sales, actual sale price and net proceeds. Also confirm that the reported disposal method is consistent with FWS policy (e.g., we don’t abandon buildings or potential contaminant risks such as septic


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systems, water wells, and fuel tanks in place, and if the asset is over 50 years old the statement of circumstances should address cultural resource compliance). With the attachment still open, return to the General tab. If the documentation has a fatal flaw, stop here. Email the person who submitted the disposal request to obtain adequate documentation. If the disposal documentation is adequate, add REMOVE in front of the building description.

5. Navigate to the Disposal Data tab. Complete the actual disposal fields, based on the attached disposal documentation.

Field Description Est. Excess Report Date Delete any entry, and leave blank. Est. Disposal Start Date Delete any entry, and leave blank. Est. Disposal Completion Date For buildings, leave any existing entry. Otherwise leave blank.


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Act. Disposal Completion Date Date the asset was disposed, as shown in the attached disposal documentation. For lease expirations, enter the end date from the rental contract.

Disposal Method Select the FRPP Disposal Method used.

AB (Abandonment): Can apply to most non-building asset types. We do not report buildings, wells, septic systems, fuel tanks, or cesspools disposed by abandonment. They must be removed or demolished. DE (Loss Due to Deterioration): Do not use. Fully deteriorated assets are demolished or abandoned. DM (Demolition): Includes plugging wells, decommissioning septic systems and fuel tanks in accordance with State law, and removing debris from assets destroyed by disasters. EX (Exchange): Land exchange. FT (Federal Transfer): Transfer to another DOI bureau or Federal agency. LD (Loss Due to Disaster): Asset destroyed so fully that debris removal is not required (e.g., washed away or buried in lava). LE (Lease Expiration): Lease or operating agreement ended at the scheduled expiration date. LX (Termination): Lease or operating agreement terminated before the scheduled expiration date. OT (Other): Used only for administrative deletion, not disposals.


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6. Navigate to the Supplementary Texts tab and enter a Disposal Remark.

Click and select Disposal Remarks.

PB (Public Benefit Conveyance): No-cost transfer to non-Federal entity. SL (Sale): Use for all disposals by sale unless the specific type is known.

Disposal Status If Disposal Method is AB (Abandonment), enter 01 (Abandoned in Place). Otherwise, enter 05 (Complete).

Planned Disposal Method Delete any entry, and leave blank. Does not apply to completed disposals.

Recipient Delete any entry, and leave blank. Actual Sales Price (Disposition Value)

Where the Disposition Method is SL (Sale), enter the sales price. For all other Disposition Methods, enter 0.

Net Proceeds Where the Disposition Method is SL (Sale), enter the Net Proceeds. For all other Disposition Methods, delete any entry and leave blank.

HUD Property ID Leave blank. Applies only to buildings that have been reported to the Department of Housing and Urban Development (HUD) for potential homeless use, with quarterly status updates to HUD.

GSA Disposal Control No. Leave blank. Refers only to assets that were excessed through GSA, and is not required for them.

Est. Disposal Cost Delete any entry, and leave blank. Does not apply to completed disposals. Maximo is the database of record for actual disposal costs.

Excess Sub-Status sections Delete any entry, and leave blank. These fields are only for records where the User Status is E (Excess) because the asset is in the process of being disposed through GSA, using SF-118 Report of Excess.

Disposal Obstacles Delete any entry, and leave blank. Does not apply to completed disposals.

Anticipated for Excess? N. Does not apply to completed disposals. Anticipated for Disposal? N. Does not apply to completed disposals. Candidate for Sale? N. Does not apply to completed disposals.


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Double-click DSPR to add a disposal remark.

Enter a disposal remark telling the date on the DI-103A or DI-103, stating that it is attached, telling the disposal type (e.g., demolished, abandoned in place, sold, or transferred), and summarizing the reason for disposal in one sentence. If possible, paste the explanation from the disposal certificate or the disposal request email.

Click to save the comment temporarily. A message at the bottom of the screen will say:

If the disposal is an administrative deletion of a duplicate or an asset that has been lumped into another record, identify the record it duplicates or is a component of.


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Click to return to the Supplementary Texts tab. Click to save the disposal information and remark.

Step-by-Step Guidance: Retiring the Asset Master Record (AMR) and Building Before requesting disposal, the Region should have adjusted work orders, utility meters, settlement rules, and quarters records. However, you can retire the AMR and building even if the building is used in open work orders, meter records, or settlement rules.

You cannot retire a quarters record that has an active record in iQMIS record. FBMS will return an error message. Before you can finish the disposal, the Regional Quarters Coordinator has to delete the iQMIS record.

To retire the AMR and building, do the following:

1. In the building record, navigate to the Assignments tab. Select the Asset Assignment.

2. Select and copy the asset master record number (5*).


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3. Click to back out of the building record. If the building record is open when you try to retire an AMR, FBMS will email you an error message. The message will say that the building failed to update.

4. In the upper right corner of the screen, click New Session to open a new FBMS on a new tab. If you are retiring more than one asset, you only need to do this step the first time. Then you can leave the second tab open.

5. In the new session, navigate to Property > Real Property > Assets > Mass Retirement of Assets.

Field Description Company code Enter 1400 (Department of the Interior) Asset number Paste the asset number (5*). Subnumber For main asset record, enter 0. If the record has sub-assets (sub-

number 1, 2, etc.), retire them before the main asset record. Disposal Doc No. For most disposals, enter the name of the form (e.g., “FWS disp cert” or

“ARL”). For lease expirations and disposals, enter the contract number. Disposal Reason Click and select from the value list below. Codes 34O (Lease

Termination) and 35O (Lease Expiration) are only for assets where


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Legal Interest is Leased. For other non-owned assets, use 99O (Other). Code 30O (Returned to Owning Agency) and codes ending in U are for personal property only. If the documentation is DI-103 Report of Survey, use the appropriate 6* (Report of Survey) code.

Document Date Enter the disposal date Posting Date Date the asset is being retired (today’s date) Reference For most disposals, enter the name of the form (e.g., “DI-103A” or “DI-

103”). For administrative deletions, enter “Marked for decomm.” For lease expirations and terminations, enter the contract number.

Transaction Text Enter Demolition Method reported in the building record.

6. Click to continue


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7. Select the Post checkbox, and then click . Due to process limitations, the screenshot below shows a different asset number from those in the example above.

Errors that may block simulation or posting from being successful include an invalid disposal code (e.g., a code that applies only to personal property, a lease termination or expiration code for an owned asset, or the code for administrative adjustments in a record where FRPP Indicator = Y), a rental object for quarters that need to be removed from iQMIS, or an open real estate contract for leased space). You don’t need to start over. Open a New Session, make the correction, and repost.

8. If the posting is successful, the message text in the Results screen will say, “Asset transaction was posted….” You’re done.

Compiling an Audit Sample

You do not need to attach disposal screenshots to the building record. However, if the disposal is audited later, you will need to provide FBMS screenshots of the AMR Change History and building General Data tab. Here’s how.

1. Go to Display Asset Master Record and open the record you retired.


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Select Environment > Change documents > On asset.

Snag a screenshot showing the user status (9 = Disposed), disposal code, disposal document number, and date the asset master record was retired. Paste the screenshot into a Word document.

Click to return to the Master Data screen.

2. Paste the screenshot into a Word document.

Go to Process Building and find the building record.


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Double-click the building number to open the building record. Scroll down to the bottom of the General Data tab to confirm that the building’s User Status has changed to D.


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3. Paste the screenshot into a Word document. Save the Word document with a file name in the following format:

[Cost Code] [RPI/Location number] [FBMS property ID] [FBMS asset number]

Example: FF01RMLH00 10004203 IB14001000089520000117 50000014304.docx

Add any other screenshots the auditors request, and then save the Word document as a PDF.

Example: FF01RMLH00 10004203 IB14001000089520000117 50000014304.pdf

Attach the PDF to the FBMS building record

When the interface retires the SAMMS record, SAMMS will send a notification email to the RP Disposal Requests email box.

1. Log into Maximo, go to Locations, delete Status, and find the location record.

2. Click the Location/RPI number to open the record.

3. Go to the Real Property Info > Disposition tab.

Add “REMOVE” in front of the location description.


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Disposition Date and Disposal Status interface from FBMS. Until Disposal Method, Actual Sale Price, and Net Proceeds are added to the interface, you need to enter them manually. In Reason for Decommission, enter at least the form attached to the building record, the date on the form, and the type of disposal (e.g., “FWS disposal certificate 4/4/16. Demolished.”).

Supplementary texts in FBMS building records do not interface to Maximo and are not available in reports from FBMS. Paste them into the Reason for Decommission long description.

If the record has an active sub-asset, confirm from the Statement of Circumstances or Region that the sub-asset was disposed properly (e.g., well or septic system plugged) and does not need to be converted to a standalone asset or a component of another asset. Then go to the SAMMS Assets tab, drill down to the sub-asset, edit its long description to include the reason for decommission, add “REMOVE” in front of the sub-asset description, change the sub-asset’s status to Decommissioned, return to the parent location, update the long description to show that the sub-asset was decommissioned, and return to Disposition tab.

If there are no open work orders, click the mark for Decommission checkbox.

When the disposal has been processed and documented, the record is marked for decommissioning, and there are no open work orders or sub-assets, go to the Disposition tab and decommission the Maximo record as follows.

1. Add any additional supporting information to the long description.

2. Complete the DBA actions fields. The Removed RPI or Decommission Date should be in the format, “QX-FY2017 Decommissioned on DD/MM/YYYY FG,” with no commas or quotation marks. The values for the Dispo or Deletion field are “Deletion” (administrative deletion of records that have been reported in a previous FRPP), “Disposal,” and “Not Applicable” (administrative deletions of records that have never been reported in the FRPP).

3. At the top of the screen, click Select Action > Change Status.


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In the Change Status dialog box, click the down arrow next to New Status and select Decommissioned.

Click to decommission the record. At the top of the screen, click to save.


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Disposal is complete. (pg. 1)

AMC/FMC to attach PDF of disposal documentation to FBMS bldg. record & ask Regional Quarters Coordinator to decommission any iQMIS record for

bldg., then send email to [email protected]

(pg.1)

The HQ Real Property Disposal Coordinator will

follow the remaining steps.

Open and review the attachment for

completeness and accuracy.

(pg. 1)

On the FBMS General tab, add

REMOVE in front of the building description.

(pg. 5)

On the Disposal Data tab, complete the

actual disposal fields, based on information

in the attachment. (pgs. 5-7)

On the Supplemental Texts tab, create a

Disposal remark that includes the disposal date,

disposal type, and summary of the statement of circumstances from the

disposal documents. (pgs. 7-8)

Retire the FBMS Asset Master Record and any sub-assets and confirm

that FBMS has retired the building record.

(pgs. 9-12)

When the interface decommissions the SAMMS

record, notify the Region AMC, FMC, Regional

Transportation Coordinator that disposal is complete.

(pgs. 15-17)

user guide hq-04: processing disposals in fbms and samms

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