Facility System of Record

FSR screenshot
In 2015, lead by the Capital Planning Program (CPP) and the Real Estate Department (RED), several agencies including the Mayor’s Office of Civic Innovation, Mayor’s Office of Public Office and Finance, Department of Technology, and Public Works began an effort to establish a centralized facility database to be used by departments to easily identify city-owned facilities and land.

While various tools currently used by the city such as the Real Estate Information System (REIS), the Facility Resource Renewal Model (FRRM), and others contain various elements of this data, none contain a complete list of key facility data, nor a unifying standard. In addition, several departments and programs in need of facility data on either a one-time or ongoing basis have created their own datasets. This duplicates work, creates confusion, and can lead to the sharing of inaccurate facility information. To address these issues, the Capital Planning Program (CPP) and the Real Estate Department (RED) agreed to establish a governance structure and process in accordance with the requirements identified in Administrative Code Section 23.8 Annual Real Property Reporting and Planning and Section 3.20 Capital Planning.

To create the Facility System of Record (FSR), Public Works IT staff initialized a facility data working group to identify key facility data fields and establish baseline data. Once the baseline was established, management of the FSR was passed to Capital Planning. Under leadership of Capital Planning, the working group established roles related to data ownership and management to organize and streamline efforts. The working group has since been restructured as the FSR Steering Group. The FSR steering group will meet on a quarterly basis to oversee, maintain, and improve facility data, as well as integrate appropriate requests from departments..

Due to the very high interest expressed by departments throughout the city, we expect the FSR to be integrated in facility management processes, and to create increased efficiencies in parallel processes as well.  There have already been benefits beyond the core goals and we expect this to continue, but some of the expected benefits that the FSR will provide include: close to real-time data on the status and location of Citywide facilities and land, improved interdepartmental coordination, consistent and transparent reporting that establishes clear roles and responsibilities and feedback loops to maintain a high level of quality and consistency of facility data.

 

The user guide can be accessed here.

The FSR can be accessed here.

The Map (with FSR as source data) can be accessed here.

 

For questions regarding the FSR please contact Hemiar Alburati or Christine Yang.