CAIS 3.0 OverviewAnnual FIMS Comprehensive Training

Argonne National LaboratoryMay 6, 2015

CAIS 3.0

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Condition Assessment Information System ◦ Provides condition assessment information to ensure

real property assets are maintained and will continue to meet DOE program goals

◦ CAIS is a cost estimating tool based on RS Means costing data. It uses industry standard deficiency systems (Uniformat II) and construction costing information to implement a costing algorithm for modeling deficiency repair and replacement costs

◦ Provides the capability to develop and prioritize projects for reducing Deferred Maintenance backlogs and replacing/upgrading assets

What is CAIS?

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CAIS Interfaces with the Facilities Information Management System (FIMS)

Data from CAIS can be easily loaded into FIMS◦ Deferred Maintenance◦ Repair Needs ◦ Last Inspection Date◦ Modernization Cost ◦ Repair Needs by System◦ 5 Worst Deficiencies for an Asset

What is CAIS? (cont’d)

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CAIS supports and implements the requirements of DOE Order 430.1b (Real Property Asset Management Order)

Fully web-based application◦ Requires no software installation

What is CAIS? (cont’d)

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CAIS 3.0 represents a complete redesign of the CAIS software

Objectives for this redesign effort include◦ Improve the user experience with front-end redesign◦ Eliminate unwarranted data elements◦ Naming consistency to align with FIMS◦ Technology refresh for hardware and software◦ Provide capabilities beneficial to Headquarters

Program Offices◦ Increase the number of DOE sites that use CAIS

CAIS 3.0 Development

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Data elements and pick lists Establish Limits on Engineered Estimated

Costs Define Geographic Adjusters

Used by the CAIS costing algorithm to account for where your site is located geographically

Updated annually by RS Means Cost and Cumulative Adders

Customizable Features

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Cost Adders◦ Due to the unique nature of our facilities which include

hazardous or secure environments, CAIS provides the flexibility to include costing multipliers for: Equipment Material Labor Overhead

Sites can define Cost Adders at the Site, Area, Asset or IU levels

Cumulative Adders allow Sites to identify increases in costs not associated with Equipment, Material, Labor or Overhead

Cost and Cumulative Adders

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CAIS Hierarchy

Site Level

Area Level

Asset Level

Inspection Unit Level

Majority of dataentry occurs at this level

Geographic Location of a DOE Site

Administrative Subdivision of the Site

Real Property Assets from FIMS

Specific Asset ComponentsFound to be Deficient

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Inspection Unit (IU) is where data is captured for a specific asset component and is the basis for estimating repair or replacement cost

IU Detail data is divided into three sections◦ Required◦ Optional◦ Site Defined

With the entry of as few as 11 data fields, CAIS can generate repair or replacement cost

Inspection Unit Level Data

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Inspection Unit Level Data

CAIS generates these costs

Important Field – included in total asset level costs

Determines if Cost is Deferred

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Link to FIMS Real Property Assets◦ Buildings, Trailers, and OSF’s (All Ownerships)

Automatic Updates from FIMS◦ FIMS data elements in CAIS are display only

New assets added to FIMS are automatically added to CAIS

Assets archived in FIMS are identified as archived in CAIS

Automated Link to FIMS

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Asset Level

FIMS Data Fields

Key Fields Uploaded to FIMS

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Costing

Inspection Unit and Asset Level Cost Calculations

CAIS Asset Level

Inspection Unit Costing Processing

Replacement Cost

Quantity

Replacement Quantity

National Average Cost

If IU Deferred Maintenance Flag = ‘Yes’ Official Cost Deferred Maintenance

If IU Repair Needs Flag = ‘Yes’ Official Cost

If IU RIC Flag = ‘Yes’ Official Cost

or

or

Estimated Cost

Repair Cost

Official Cost

Calculates

CalculatesCalculates

Repair Needs

RIC Cost

Designates User Input Fields

Designates CAIS Generated Fields

KEY:

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Asset Level Costing

Sum ( Deferred Maintenance )

Sum ( Repair Needs )

Inspection Unit Level Asset Level

Deferred Maintenance

Repair Needs

System Level Processing for Deferred Maintenance and Repair Needs

Engineered Cost

IU Cost

System Level Cost

System Level + IU Cost

or

or

or

Total Deferred MaintenanceTotal Repair Needs

Asset Level Deferred MaintenanceAsset Level Repair Needs

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Designates User Input Fields

Designates CAIS Generated Fields

KEY:

Saved to Asset Level

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Upload to the Facilities Information Management System (FIMS)

CAISDatabase

FIMSDatabase

Deferred MaintenanceRepair Needs

Last Inspection Date

Modernization Cost

Repair Needs by System (Optional)

Five Worst Deficiencies by

Asset

CAIS Data Upload to FIMS

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CAIS Standard Reports◦ Site, Asset, Inspection Unit and Summary Level

CAIS Ad-Hoc Query Tool◦ Easy to use tool that enables user to export CAIS

data to Excel◦ Similar to FIMS◦ Maintain a library of queries◦ Functional for all users◦ Query data at

Asset Level Inspection Unit Level

Ad-Hoc Query & Reporting

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CAIS 3.0 went live in April 2015 Visiting many of the CAIS sites in conjunction

with FIMS validation visits to provide CAIS 3.0 training

More sites migrating at the end of May All sites will be migrated by July 31, 2015

CAIS 3.0 Status

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CAIS 3.0 Training ◦ July 8, 2015 & July 9, 2015 (National Training Center)

New User CAIS 3.0 Training◦ August 25-27, 2015 at the Nevada Field Office

Includes training on the Condition Assessment Survey process, which includes the walk down of actual facilities, as well as the CAIS 3.0 software

Upcoming Training

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Anyone wishing to register for one of these classes can contact◦ Mark Gordy (mark.gordy@hq.doe.gov) ◦ Gayle Smith (gayle.smith@hq.doe.gov)◦ Adam Pugh (adam.pugh@hq.doe.gov)

Upcoming Training (cont’d)

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CAIS Support Contacts◦ Mike Kohut (Primary) (michael.kohut@hq.doe.gov)◦ Bill Fox (Primary) (leo.fox@hq.doe.gov)◦ Mark Gordy (Backup) (mark.gordy@hq.doe.gov)◦ Gayle Smith (Backup) (gayle.smith@hq.doe.gov)

Additional Resource◦ http://caisinfo.doe.gov

CAIS Support

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Any CAIS site that is interested in an assist visit from OAPM can contact Adam Pugh

Any site not currently using CAIS but interested in possibly starting to use it can contact Adam Pugh or Mark Gordy to discuss further

CAIS Site Support

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Incorporate CostWorks functionality◦ Sustainment Modeling◦ Cost Estimating◦ Customize RS Means RPV Models

Upload Capability More graphical

Long Term Goals

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Questions?