15 FAM 660
Facility ASSET MANAGEMENT systemS and performance management
(CT:OBO-126; 04-21-2023)
(Office of Origin: OBO/CFSM/FAC)
15 FAM 661 asset management systems
(CT:OBO-126; 04-21-2023
The Department utilizes several specialized digital systems to manage assets. The following subsections outline and describe the systems used by the Bureau of Overseas Buildings Operations (OBO) and post.
15 FAM 661.1 Building Management Integrated System (BMIS)
(CT:OBO-126; 04-21-2023)
a. The Building Management Integrated System (BMIS) provides an integrated enterprise-wide software solution that centralizes, coordinates, and shares information between divisions over the life cycle of a building and is the OBO central repository for all Minor Construction and Improvement (MCI) requirements:
(1) The purpose of BMIS is to maintain a worldwide inventory of MCI requirements for current and future fiscal years; to prioritize those requirements across program offices based on importance and urgency; and to track approved MCI projects from initial funding to project completion;
(2) BMIS supports asset management, maintenance management, project management, and real estate and space management. System input includes both hard copy and electronic copy of project information from the various OBO program areas and overseas posts including but not limited to: digital photos, building specifications, construction cost, leasing information, financial spreadsheet, and data entry;
(3) BMIS is used to store overseas real property records, including those gathered during annual physical inventories conducted by the Bureau of Administration's Office of Facilities Management Services (A/OPR/FMS);
(4) BMIS includes other project documentation that may be electronically extracted for the Real Property Application (RPA); and
(5) BMIS is also used to support budget requests.
b. Post submits MCI requirements through the Global Maintenance Management System (GMMS) to BMIS for evaluation by OBO's Office of Area Management (OBO/OPS/AM). OBO establishes a project code and property number in BMIS for each acquisition, which serves as the purchase reference code used by post financial management officers in the financial management system (see 4 FAM 730).
15 FAM 661.2 Management Analytics Portal
(CT:OBO-126; 04-21-2023)
a. The Management Analytics Portal provides data-driven tools and resources to help post manage and track services to International Cooperative Administrative Support Services (ICASS) customers and to measure performance.
b. Management and Analytics (M&A) Monthly Reports measure the efficiency of post’s services regarding planned versus completed services, and time required to complete myServices requests.
15 FAM 661.3 FAC Application Modules (FAC APPS)
(CT:OBO-126; 04-21-2023)
FAC Application Modules (FAC APPS) is an enterprise suite of integrated applications that support the business needs for OBO's Program Support Division (OBO/CFSM/FAC/PS) and Maintenance Support Division (OBO/CFSM/FAC/MS). The application modules within FAC APPS incorporate the need for engineered systems training, program, workflow, and financial management. FAC APPS supports messaging services with other enterprise applications such as: GMMS, RPA, and the Integrated Logistics Management System (ILMS). FAC APPS modules include:
(1) Asbestos;
(2) Building Automations System (BAS) – theory, operations, and maintenance of building control systems;
(3) Electrical Safety;
(4) Elevators;
(5) Environmental Security Protection System – overview of air handling systems with guidance on maintenance;
(6) ESPS Material Tracking and Budget;
(7) FAC HAZMAT Training Documents – training materials for Foreign Service Institute (FSI) courses PA 488 and PA 530;
(8) Mechanical Water Treatment – operating and maintenance recommendations for the care of mechanical system water flows;
(9) Refrigerant Recovery Training – refrigerant recovery training modules;
(10) Residential Generator Management;
(11) Underground Storage Tanks (UST);
(12) Wastewater Treatment – operation and maintenance guidance for wastewater systems;
(13) Water Quality Testing; and
(14) Water Treatment – theory of operation, water quality testing and maintenance requirements.
15 FAM 661.4 Global Maintenance Management System (GMMS)
(CT:OBO-126; 04-21-2023)
a. The Office of Facility Management (OBO/CFSM/FAC) oversees and maintains OBO's Global Maintenance Management System (GMMS). GMMS is a comprehensive facilities management application that is designed to:
(1) Schedule and track activities and expenditures;
(2) Record all sustainment, restoration, and improvement activities; and
(3) Interface with other applications such as ILMS, BMIS, RPA, and myServices.
b. OBO/CFSM/FAC is responsible for and manages GMMS to identify building assets and systems for planning of preventative maintenance. GMMS is the standard automated system supporting the Department's requirements for planning, managing, and accomplishing facility management activities overseas. GMMS provides facility management tools such as: work requests processing, preventive maintenance, post projects, data calls, equipment inventory, funding requests, and dashboards with relevant facility management reports and metrics.
15 FAM 661.5 Integrated Budget Intelligence System (IBIS)
(CT:OBO-126; 04-21-2023)
The Integrated Budget Intelligence System (IBIS) is a core Department financial management system jointly managed by the Bureau of Budget and Planning (BP) and CGFS. IBIS is used to process the Department's Advice of Allotments. An Advice of Allotment is an expenditure authority under a specific Department appropriation.
15 FAM 661.6 Integrated Logistics Management System (ILMS)
(CT:OBO-126; 04-21-2023)
The Integrated Logistics Management System (ILMS) is the Department of State's enterprise logistics management system, supporting all domestic bureaus and overseas posts. ILMS is managed by the Office of Logistics Management (A/LM) and supports the requisition, procurement, warehousing, distribution, transportation, receipt, and tracking of goods and services both domestically and overseas. ILMS property modules include Asset Management, Expendable Supplies, and Loanable Property. ILMS is the Department's official system of record for personal property. See 14 FAM 120. ILMS integrates with GMMS and RPA.
15 FAM 661.7 Mishap Reporting System (MRS)
(CT:OBO-126; 04-21-2023)
The Mishap Reporting System (MRS) is used to electronically record all classes of mishaps and environmental contamination incidents (see 15 FAM 964). MRS contains reports on motor vehicle, injury/illness, and property damage mishaps overseas that are indexed by name and post.
15 FAM 661.8 ProjNet
(CT:OBO-126; 04-21-2023)
PROJect extraNET (ProjNet) is a web service used by the Department for Design-Build projects and Design-Bid-Build projects that allows the secure exchange of design and construction information among authorized project stakeholders. An equivalent service, ProjNet-C, is available for projects on or within Controlled Access Areas (CAA).
15 FAM 661.9 Global Financial Management System (GFMS)
(CT:OBO-126; 04-21-2023)
a. GFMS is the accounting and payment system used to process the Department’s financial data (see 1 FAM 610).
b. Overseas Analytics, a part of GFMS, is an application used by posts to capture and maintain financial information and transactions. Users can request access to the Overseas Analytics system via the Compliance and Identity Management System managed by the Bureau of the Comptroller and Global Financial Services (CGFS).
15 FAM 661.10 Real Property Application (RPA)
(CT:OBO-126; 04-21-2023)
a. The RPA is the Department's single comprehensive database for all real property abroad and serves as a sub-ledger to the Department’s financial system.
b. RPA provides local planning, operation, management, and reporting requirements for OBO and provides posts with an automated tool to manage all U.S. Government real property holdings. RPA is a centrally managed system where both post and OBO can see real time changes to the inventory.
c. The RPA database contains the records of U.S. Government-owned and leased land and buildings, office and residential units, and occupant information. This system supports posts’ management of the housing program and maintains data for U.S. Government-owned real property.
d. The RPA User Guide and the RPA online help function provide instructions on how to use RPA to maintain real property information and to identify all of the data that must be reported.
15 FAM 661.11 SHEM Management Assessment Results Tracking System (SMARTS)
(CT:OBO-126; 04-21-2023)
SMARTS is an online, electronic reporting system containing safety program evaluation criteria that standardizes hazard identification and recommendations for site visits and tracks the status of corrective measures. The system is designed to promote a dialogue between post and OBO/OPS/SHEM with the goal of making residential and work environments safer. Additional information on SMARTS can be found in 15 FAM 960.
15 FAM 661.12 Residential Generator Management System (RGMS)
(CT:OBO-126; 04-21-2023)
The Residential Generator Management System (RGMS) is an online, web-based tool administered by the Program Support Division (OBO/CFSM/FAC/PS) that:
(1) Is used to request and select residential generators;
(2) Is designed to streamline the generator request process;
(3) Ensures that post effectively communicates and documents generator needs to OBO;
(4) Assures that post is in compliance with 15 FAM 600 regarding residential generators;
(5) The use of RGMS is available by request through the FACAPPS homepage.
15 FAM 661.13 MeterNet
(CT:OBO-126; 04-21-2023)
MeterNet is the Department's automated smart metering system that collects and disseminates real-time data on post's electricity consumption, demand, and power quality. MeterNet provides OBO the opportunity to monitor power quality by:
(1) Enabling facility managers (FM) to identify anomalies and fraud, track utility usage, enable management controls, and identify opportunities for conservation, improved performance, and cost savings;
(2) Empowering engineers to optimize facility performance, extend equipment lifespan, reduce downtime, and reduce the frequency of purchasing new equipment; and
(3) Enhancing support for posts by granting U.S. engineers remote access to posts' utility and building data to quickly investigate issues and perform cursory audits and equipment checks without misaligned work hours or costly travel.
15 FAM 661.14 POSHO Certification Application
(CT:OBO-126; 04-21-2023)
The POSHO Certification Application is used by Post Occupational Safety and Health Officers to certify that leased and owned residential and nonresidential properties are safe for employees, family members, and visitors to occupy. Additional information on POSHO Certification and the POSHO Certification Application can be found in 15 FAM 970.
15 FAM 662 facility management performance program
(CT:OBO-126; 04-21-2023)
The Facility Management Performance Program (FMPP), as administered by OBO/CFSM/FAC, is OBO's annual assessment of post’s Facility Management Program:
(1) The FMPP uses the Facility Management Benchmark Survey (FMBS) assessment and data-driven performance metrics derived from GMMS to measure the stewardship of OBO’s real property portfolio. The FMBS must be completed annually by the Single Real Property Manager (SRPM) and post FM;
(2) The GMMS performance metrics include scores in post’s sustainability and restoration management, asset management, Facility Condition Index (FCI), and BMIS requirements; and
(3) FCI is an age-based modeling analysis, comparing building system life expectancies with maintenance and repair history to indicate the overall condition of a property. A 100 percent FCI score indicates a brand-new facility. A zero (0) percent FCI score indicates that the cost of restoration equals the facility’s replacement value.
15 FAM 663 THROUGH 669 UNASSIGNED