The document discusses a center-wide facilities planning review conducted by NASA's Johnson Space Center from 2007-2009. The review aimed to capture a comprehensive facilities listing, assess budgets tied to facilities utilization, and support risk-based decisions regarding facility closeouts, consolidations and funding. In FY2007, the initial assessment was conducted through interviews and spreadsheets. This identified a need for more input from facility planners and management. In subsequent years, a database called JFReD was created to better capture and report facilities information to support strategic planning across the agency. The review process continued to be refined with the goals of comprehensive data collection and linking facilities utilization to overall center master planning.

1. Center-wide Facilities Planning:
Tools and Best Practices
NASA Project Management Challenge 2010
February 9-10, 2010
Track: Facilities
Presenters:
Lovely Krishen, Ph.D., Lead Risk Analyst-Transition Team Lead
Futron Corporation
Perri E. Fox, Transition Manager
NASA-Johnson Space Center
Used with permission

2. Outline
• Introduction
• NASA-JSC Center-wide Facilities Review
Objectives
• Facilities Assessment Approach
– Fiscal Year 2007
– Fiscal Year 2008
– Fiscal Year 2009
• Facilities Information Management Approach
– Information Capture Requirements
– JSC Facilities Review Database (JFReD)
– Reporting and Metrics
• Next Steps
• Summary
• Backup Slides
February 9, 2010 2

3. Introduction
• With the transition and retirement of
Space Shuttle Program, NASA-
Johnson Space Center Transition
Management office initiated an ongoing
center-wide facilities review and
planning effort
• A Transition-driven effort that assists
Center and Agency strategic planning
for facility utilization, resources, and
budgeting
• Pre-decisional data capture initiated
and updated over 3 years and going…
February 9, 2010 3

4. Definition of a Facility
• Though primarily focused on real property, a
facility represents a significant (or core)
capability or asset and becomes a factor in
the overall center “supply” that meets the
“demand” of mission, program, or project
requirements
• Includes labs, aircraft, test stands,
specialized equipment, storage areas,
mission operations/planning areas or entire
buildings
• Does not include office space or other
personnel support areas (break rooms,
general conference rooms, restrooms,
equipment closets, etc.)
February 9, 2010 4

5. Facilities Review Objectives
• From Fiscal Year 2007 onwards, JSC Transition
Integration Panel activities conducted a yearly
Facilities Review and Assessment with the following
objectives:
– Capturing comprehensive facility listing, description and
baseline cost estimates for Programs, Center and Agency
planning purposes
– Assessing budget associated with closeout, gaps and
utilization of the facilities (Workforce and Dollars) tied to
Core Capabilities
• Over a 5-7-year transition-related planning and decision
implementation horizon
– Linking utilization of buildings/facilities for overall Center
Master Planning effort
– Supporting Center Director-level risk-based decisions
regarding current facilities close-outs, consolidations, gap
funding, refurbishment, maintenance, mothballing, and
demolition
February 9, 2010 5

6. Timeline of Facilities Review
FY2007 FY2008 FY2009
1008: 0809: FY09
0608-0908: FY09 JFReD Users
10/06-12/06: Exploration JFReD Forum
JSC Transition Requirements Users 0909-present: New
Integration for Institutional Forum JFReD Release;
Panel (JTIP) Capabilities Center Demo;
Facilities Study 0908: Phase II Data
(ERIC) Phase I
Team Kickoff FY08 0409: HSF Capture; FY09
0208: PPBE-10 mapping
under SSP Facilities Capabilities Baseline; ERIC-
Kick-off and JICB Baseline Forum JFReD updates
03/07: JTIP Preliminary 0309:
Facilities Review Assessment 0308: Phase II PPBE-11
Released/ Report Facilities Data Kickoff
Reported to Joint Capture and 1208-0109: and JICB
Integration Control Validation ERIC Phase Report 0609-0709:
0608:
Board (JICB) II Technical PPBE-11,
PPBE-10
Interchange Space
Updated
04/07: JSC Meeting Utilization
Report
Transition 0408: Human (TIM) and TIM
0209: JFReD
Management Spaceflight Facilities Training and
and Facilities Capabilities Mapping JSC
Review moved Forum Report
Facilities
to Center 12/07-1/08: iJICB Phase I Data
Director’s office report, Phase I Capture
Facilities Data
capture and
validation
10/07-11/07:
JFReD
Requirements
06/07-09/07:JSC refined, FY07
Facilities Review data imported,
Database (JFReD) and training
Developed with JTIP users
February 9, 2010 6

7. Fiscal Year 2007: JSC Facilities
Assessment Approach
• JSC Transition Integration (TI) Manager formed splinter team
to develop and update a JSC Facilities list
– Data was provided by the Center Operations Directorate at JSC
– Starting point was the Mission Dependency Index (MDI)
facilities from the Real Property Inventory (RPI)
– Listing by Facility “owners” - the Institutional Directorate Line
Organizations (DLOs)
• Assessed current and future Usage requirements over a 5-
year timeline by Shuttle Program, ISS, and Constellation
Program
• Based on lapse in usage requirements, analyzed potential
closeout candidates and facilities with gaps in usage
• Captured in a master Excel™ spreadsheet with pivot tables
for limited reporting capability
• JSC TI Manager conducted individual facilities usage
discussions with funding programs, DLO facilities owners,
and COD facility planners to elevate to Agency levels
February 9, 2010 7

8. FY07 Assessment: Identified Improvements
• Facilities Planning and Decision path needed more input from
Center Operations (Facilities Utilization and Capital
Improvement Planning) as well as Center Management
• Capture Last Need Dates for Shuttle and First Need dates for
Constellation
• Assess additional decision-making factors:
– Facility-associated human capital levels
– Maintenance and operations (M&O) costs for the facilities
(Center as well as DLO estimates),
– Cost estimates of mothballing, closeout, transfer, or
consolidation
– Potential environmental, historical, and property disposition
impacts for those facilities with lack of usage requirements
• Track, manage and report facility assessment information
with better capability than limited spreadsheet
• Tie facility assessment data into annual PPBE cost estimating
process and Human Spaceflight Capability gap assessments
February 9, 2010 8

9. Fiscal Year 2008: JSC Facilities
Assessment Approach
• Conducted Facilities assessment in 2 phases
– Phase I for Facility data listing, Usage levels, Last need dates and
First need dates
– Phase II for M&O costs and close-out impacts (Property,
Environmental, Historical) and assessing whether facility is part of
Agency core capability
• Additional decision data captured and validation performed
– Usage levels (percentage range) assessed for each facility over a
7-year transition-related planning horizon
– Facility-associated Full-time equivalents (FTEs-civil servants) and
Work-year equivalents (WYEs-contractors) workforce estimates
captured
– ISS, SSP, and CxP funding programs reviewed DLO inputs and
concurred or offered updates
• Transition Manager function part of Center Director’s staff
– Analysis reports/trends vetted through the Center Director
February 9, 2010 9

10. Fiscal Year 2008: JSC Facilities
Assessment Approach - continued
• Established the JSC Facilities Review Database (JFReD) to archive and
manage facilities planning information
– Trained and stood up a User Group to capture, integrate and validate
facilities data content for DLO Facility owners and Program Facility funding
organizations
– Users Forum implemented a yearly survey, shared lessons learned, and
provided new requirements based on process and software improvements
– Special JFReD release provided configuration management of data and
tracking and data mining capability
• Produced analysis and updates for JICB, HSF Capabilities Forum,
PPBE-10, and Government Accountability Office (GAO) reporting
– Data milestones established at many of these time points to track changes
within and between fiscal years
• Analysis of Closeout candidates, Gaps, and utilization (over- or under-
utilized) profiles provided
– “At-risk” facilities identified (those with requirements lapses as identified core
capabilities)
• First true baselined facilities listing for JSC
– Agency pathfinder for assessing facilities and preparing decision-ready
reports and analysis
February 9, 2010 10

11. FY08 Assessment: Identified Improvements
• Track and capture Facility listing updates with increased accuracy
– Provide rationale for deleting facilities from the baselined record
– Send email alerts to facility users and stakeholders for changes in facility
data
– Provide a DB parent-child relationship to allow facility owners to track
major plus support facilities covered by a single budget line item
• Simplify cost data capture and tie to FTE/WYE associated with the
facilities
– Validate Center M&O (“running the city costs”) first – then add on estimate
for DLO-based M&O costs
• Reference JSC Risks associated with transitioning facilities
• Find areas of commonality in updating ERIC and JFReD facility listing
data
• Provide automated mining and metrics reporting functions
• Incorporate Constellation Projects as facility users/Funding
organizations
February 9, 2010 11

12. Fiscal Year 2009: JSC Facilities
Assessment Approach
• Focused on refining and tracking baselined Facilities listing
– Phase I complete
• Total Facilities Listing and Details updated
• DLO Facility Usage Data Captured
• Constellation First Need Dates (FNDs) by CxP Projects
• Funding/Managing Programs Facility Usage Validation
– Phase II – Slightly Changed Approach from FY08
• Focus on more accurate CM&O cost estimates
• Focus on per-facility estimated FTE and WYE data and associated total operating
costs
• Analysis of FY09 Costs and Resource Trends
• Conducted preliminary ERIC-to-JFReD facilities mapping and found
inconsistencies
• Released Parent-child functionality to help track cost groupings and
configuration management functionality (email alerts, admin
updates,etc.)
• Released Metrics charts functionality to automate data mining,
completion metrics, and create tailored trending charts
February 9, 2010 12

13. FY09 Assessment: Identified Improvements
• Track and report facilities status
– Moving from candidate for closeout and gap to actual disposition (facility
mothballed, inactive, closed, transferred, etc.)
• Identify facility type by technical or non-technical function to allow for
capabilities tracking
– Laboratory, test stand, storage, operational support, etc.
• Add functionality to group facilities by technical capability
– Associated facilities allow for tracking groups of facilities that comprise a
core technical or support capability that the Center may then “offer” the
programs
• Integrate update and linkages to Facility inventory listings, locator
software, ERIC, and other facility data listings
– Allow for direct data field or spreadsheet-based automated data updates in
JFReD
• Work with JSC Risk manager to help mitigate identified risks
associated with transitioning or dispositioned facilities
• Link to property listing within transitioning facilities
• Facilitate discussions to resolve discrepancies between DLO and
Program facility requirements.
February 9, 2010 13

14. Facilities Information Management
Approach
• Center-wide Facilities data integration requires the
following:
– Updated and web-based centralized inputs instantly
available to multiple users across sites/centers
– Analysis and decision/metrics packages available to users
at several levels: Level III (Resident Projects, Division),
Level II (Resident Programs, DLO/Transition
Manager/Center Director), and Level I (Headquarters
Transition functions)
– Ability to archive data, capture trends, and track
decisions/actions within a given Fiscal year or over a multi-
Fiscal year time period
– Multiple sorting, filtering, and specialized view options
– Field-specific edit/lock capabilities (tied to user status)
– Data captured in easily identified and validated fields
– Automated and tailored reporting features (analyses and
metrics products)
February 9, 2010 14

15. JFReD Description and Capability
•The JSC Facilities Review Database (JFReD) is…
– A user-interface, web-based application with advanced data archiving and
reporting capabilities that helps synthesize integrated analysis and
decision/metrics reports for the JSC Transition Manager and Center
Management
•Established User Group with JSC and Headquarters members
•Tracks/assesses Facilities Usage requirements and associated
Resource profiles over a multi-year timeframe with pre-decisional inputs
from
– Managing DLO Facility owners
– Funding Programs
– Center Operations – infrastructure planning
•Evolving to integrate with other Facility data capture exercises:
– At JSC: Geospatial/GIS; Engineering website
– Agency: Exploration Requirements for Institutional Capabilities (ERIC)
application; Major Facilities Inventory
•Provider of Best Practices and Lessons Learned in information
management of infrastructure planning and disposition
February 9, 2010

16. JFReD Main Website
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17. Facility Listing Page
February 9, 2010

18. Parent-Child Facility Listing Example
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19. Facility Data Page
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20. Usage Data Page
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21. Cost Data Page
February 9, 2010

22. JFReD Report Generator – Part I
February 9, 2010 22

23. JFReD Report Generator – Part II
February 9, 2010 23

24. Canned Reports Main Page
February 9, 2010 24

25. Truncated Transition Detailed Report
February 9, 2010 25

26. Close-out Candidates Report
February 9, 2010 26

27. Utilization Report
February 9, 2010 27

28. Usage Variance Report
February 9, 2010 28

29. Associated Facilities Page With Sample Data
February 9, 2010

30. Notional Associated Facilities Report
February 9, 2010 30

31. JFReD Metrics Exporting Tool
February 9, 2010

32. Total Facilities Breakdown by Owning DLOs
February 9, 2010 32

33. Fiscal Year Distribution of Closeout Candidates
February 9, 2010 33

34. Estimated M&O Cost Totals
February 9, 2010 34

35. Reported FTE levels
February 9, 2010 35

36. Reported T&R Impacts
February 9, 2010 36

37. Summary Best Practices
• Center-wide Facilities Planning requires flexible approach to facility usage
and cost capture
– Changing Program requirements will drive usage levels and institutional
facilities decisions – keep it fluid
• Continue mapping facilities to Center-wide major Strategic capabilities and
associated funding profiles
• Integrate Facility data capture tools at the Center level to keep strategic
planning and tactical implementation goals aligned
• Maintain accurate and traceable facilities listing and strict configuration
control procedures
• Provide avenues to import data content for those organizations that do not
have regular User participation
• Leverage PPBE yearly cost exercises in validating and updating data
content
• Engage User groups/Data content owners in tool and process upgrades
on a regular basis
• Collaborate closely with Agency Facilities Planning entities and experts to
standardize terminology, requirements, and IT integration practices
• Think risk and risk mitigation – cross-data capture in risk and knowledge
management data repositories is vital to minimizing loss of NASA’s
valuable skills, assets, and knowledge
February 9, 2010

38. Next Steps
• JFReD tool and JSC Facilities Review process
versatile enough for assessing the following future
initiatives:
– Management of Center-owned risks and cost threats for
mitigation planning/resource allocation
– Facilities funding approaches such as “buy-by-the-yard”
– Center-level or major facilities/capability level scalability
issues
– Facility-based Inter-Task Agreements (ITAs)
– Per-facility Center Property, Records, and Software
disposition metrics (including ITAR/Export Control,
Environmental, and Core Capability/Human Capital issues)
– JSC Facilities potential new funding “customers” (ESMD,
ETDP, SCAP,TCWG, Non-NASA government, or non-
government)
– Long-term Center resources planning (JSC Advanced
Planning, Center Operations 2025 planning, Knowledge
and skills preservation, etc.)
February 9, 2010 38

39. Wrap-up
•Upcoming Cost and Technical Capabilities Grouping Assessment
•Continued Effort to ensure connectivity with Center Facilities
Utilization, Facility inventory lists, Facility locator application
(GIS), and Risk databases
•Suggested demos and TIMs with Headquarters to discuss
standardizing infrastructure data management requirements and
promoting connectivity among facility and capability assessments
Though initially developed to assess potential
gaps and closeouts from transitioning facilities,
JFReD has become a versatile infrastructure
decision management application - ready to
incorporate data from other sources as well as
prepare presentation-ready analysis and
status/metrics reports
February 9, 2010

40. Back-up Slides
February 9, 2010

41. JSC FY07 Facilities Spreadsheet
February 9, 2010 41

42. JSC FY07 Sample Pivot Table
February 9, 2010 42

43. JFReD Software Requirements
Document
February 9, 2010 43

44. JFReD User Guide Document
February 9, 2010 44

45. JFReD Users Group Sample Survey
February 9, 2010 45