NPS Deferred Maintenance Reports

Background
At the end of each fiscal year, the National Park Service (NPS) Park Facility Management Division (PFMD) takes a snapshot of maintenance data and generates final annual deferred maintenance (DM) statistics for its portfolio of more than 75,000 constructed assets.

Information about those constructed assets is entered into a database and managed at the unit level almost every day of the week. The bureau aggregates unit information to prepare the reports presented below. Due to the continuously changing nature of facilities data, only final, year-end aggregates are reported, which ensures consistent reference. That year-end data is quoted in response to information requests from the Department of the Interior, the Office of Management and Budget, the media, Congress, and other requestors. The NPS does not report "live" data and does not update reports on request. The statistics from the previous fiscal year are reported as consistent numbers throughout the current fiscal year.

Current Status Billions of Dollars
Total DM (Sept. 30, 2016) $11.331
DM for Paved Roads and Structures ‡ $5.668
DM for All Other Facilities † $5.663
Highest Priority Non-Transportation Faciilities
$2.271

‡ "Paved Roads and Structures" includes bridges, tunnels, paved parking areas, and paved roadways.
† "All Other Facilities" in the table above includes: buildings, housing, campgrounds, trails, waste water systems, water systems, unpaved roads, unpaved parking areas, utility systems, dams, constructed waterways, marinas, aviation systems, railroads, ships, monuments, fortifications, towers, interpretive media, and amphitheaters. (In the reports linked below, the first eight of those subcategories are broken out separately, with "All Others" encompassing the remaining.)
view of Washington Monument at night
The Washington Monument framed by the fountain at the World War II Memorial, as lit at night.

NPS photo


Click here to access the FY 2014 reports in a compressed (.zip) file.

Accessible versions of these reports can be made available upon request. Email asknps@nps.gov

Frequently Asked Questions:

What is deferred maintenance (DM)?
DM is maintenance and repairs of assets that was not performed when it should have been and is delayed for a future period.

Why do the DM numbers change each year?
As maintenance and repair work is identified through condition assessments and not completed on schedule, DM increases. DM decreases when work orders are closed out or when maintenance work is accomplished. As the NPS reviews, quality checks and improves its data — or when work and materials cost estimates change — DM statistics fluctuate up or down accordingly.

Why did the DM numbers go down in FY 2016?
The database used to track DM and other facility asset information changes daily as data is entered, updated, closed out, and corrected in the system. The “snapshot” of the data taken at the end of Fiscal Year (FY) 2016 is exactly that…a view of the NPS data as of Sep 30, 2016. Many factors contributed to this almost $600 million decrease, including data cleanup, completion of several large projects, revisions to several large project work orders, and savings from decreases in construction costs.

Will the DM numbers go up in FY 2017?
It is difficult to predict whether our identified DM will increase or decrease over the next fiscal year. As seen in prior years, various fluctuations in work order processing, updated estimates, and ongoing data cleanup efforts affect DM levels – so FY 2017 DM could increase or decrease depending on these factors.

The parks benefitted when Congress increased support in FY 2016 by providing an additional $90 million to address DM and an additional $28 million for transportation related DM, repairs, and construction. While increases like these enable the NPS to address more of its most critical requirements, the total maintenance needs across the system are still being identified in excess of current funding levels.

How will the NPS be affected if DM continues to rise?
To combat DM, the NPS is forced to make tough, strategic decisions in order to protect its priority assets and ensure the effective functioning of mission critical assets. Assets are prioritized by interdisciplinary teams which measure an asset's contribution to protecting natural and cultural resources, visitor use, park operational support and asset substitutability. Assets in categories that are not the highest priority will likely see an increase in DM. Some of these facilities are often the support buildings, access roads, recreational trails, and other important assets that provide the access to, or the experience relative to an asset that is considered highest priority.

Can deferred maintenance be mitigated or even fully eliminated?
With adequate funding and proper investment, DM can be significantly reduced to a manageable level, but not fully eliminated.

What is the facility condition index?
The facility condition index (FCI) is a measure of a facility's relative condition at a particular point in time. The FCI rating is a ratio of the cost of repair of the asset's deferred maintenance divided by the current replacement value for the asset. A lower FCI rating indicates better facility condition.

What are critical systems?
A critical system is a system, sub-system, or piece of equipment that is essential to the effective functioning of an asset. Some examples of critical systems for buildings are roofs; foundation components; exterior doors; and heating, ventilation and air conditioning (HVAC) components.

What is critical systems deferred maintenance (CSDM)?
CSDM is associated with the proper upkeep of an asset’s critical system. While its name may indicate that all CSDM is of high importance to the bureau, the truth is more complex. The NPS prioritizes its maintenance work by the mission importance of the asset itself, and not by an asset’s critical systems. If the asset itself is not a priority, the CSDM connected to it is also not a priority.

How much deferred maintenance is attributed to the total NPS asset portfolio?
More than $11.331 billion in DM can be attributed to the NPS asset portfolio. NPS managers care for over 400 uniquely American treasures consisting of more than 75,000 assets. Aging facilities, increasing use, and insufficient funding all contribute to the growing backlog affecting these assets.

How does the NPS define assets?
The NPS defines an asset as real property which the NPS tracks and manages as a distinct identifiable entity. These entities may be physical structures or groupings of structures; landscapes; or other tangible properties which have a specific service or function, such as a farm, cemetery, campground, marina or a sewage treatment plant.

How does the NPS identify deferred maintenance?
NPS staff at each park review and validate the asset inventory, conduct inspections to identify deficiencies, and document the condition as measured against the applicable maintenance or condition standards. This process is called condition assessment. Parks complete assessments on a recurring cycle. This provides the basis for long–range maintenance planning as well as annual work and budget planning. Further, assessments help parks develop deficiency cost estimates and determine the current condition of a facility.

How does the NPS prioritize work to maximize limited funding and address DM?
The NPS actively uses facilities and financial data to support both day-to-day work management and long-term strategic decisions. NPS resources are primarily directed to DM affecting the highest priority assets that support mission-critical infrastructure and visitor service. Target projects include critically needed repairs to existing assets, as well as demolition projects for assets that are no longer needed or that create a risk within parks. The NPS uses a standard, servicewide priority-setting approach to align investment decisions with a number of factors, including, financial sustainability, resource protection, visitor use, and health and safety. It is based on empirical data and uses the business systems in place to direct investments to the highest priorities.

How does the NPS store and maintain asset data?
Since 1986, the NPS has used computerized maintenance management systems to support workload inventories of real property; maintenance tasks that describe work performed on NPS assets; descriptions of work standards; work programs and performance budgets; work schedules and task prioritization; work orders that specify job authorizations and record work accomplished; and asset reports and analyses. The current NPS Facility Management Software System (FMSS) was deployed in 1998, and has been modified over time to meet NPS's unique needs for an asset management system. The FMSS is an asset-based work identification, work management and work analysis system. This "cradle to grave" system allows parks, regions and the NPS Washington Office to track asset conditions; asset operations and maintenance; repair and rehabilitation; and removal of assets.

How are deferred maintenance projects funded (e.g., individual park budget allocations, project funding sources, partnerships, agreements)?
DM is addressed by multiple funding sources including individual park budget allocations, project funding sources, concessions revenue, partnerships, agreements and grants, and the Federal Lands Recreation Enhancement Act (FLREA).

Why do the standard inventory reports here have different totals compared to similar NPS reports, such as those submitted to the Federal Accounting Standards Advisory Board (FASAB) or the Federal Real Property Profile (FRPP) information sent to the General Services Administration (GSA)?
The standard inventory reports posted above include the total of all assets that the NPS tracks for all reporting types. Government organizations, like the GSA or the FASAB, only require the NPS to report specific subsets of the total focused on their individual authorities or areas of responsibility. Because of the varying requirements, there are slight variations in the total inventory count, DM, and other data elements presented in different reports.