PERSONAL PROPERTY

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PERSONAL PROPERTY

• Status Meeting
• January 10, 2008

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AGENDA

• Audit Calendar
• Documentation
• Unresolved Audit Issues
• Anticipated Projects by Line/Staff/Corporate
  Office
• Project List
• CWIP Reminders
• CWIP Training
• Matrix of Missing Documentation

• Project Managers
• Unreconciled Payments Report (UPR)
• FY 2008 Annual Physical Inventory
• Training
• Performance Elements
• Reports
• Excess Laptops
• Heritage Assets

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AUDIT CALENDARhttp//www.pps.noaa.gov/audit_calen
dar.html
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DOCUMENTATION

• Timely submission of documentation to the
  appropriate Property Office is critical.
• Submit documentation to the Property Office
  corresponding to the custodial area of the
  property.
• Headquarters/Norfolk Miguel Rodriquez
• Seattle/Boulder Michelle Ross
• Hard copy of CD-509 is required for capitalized
  property.
• Melvin Spencer is the CWIP contact in the Finance
  Office until further notice.

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UNRESOLVEDAUDIT ISSUESPlease verify the
following projects projected date of acceptance
(PDA)

• NMAO
• Twin Otter Engines
• Waiting on revised LDW from AGO
• Project Manager Michelle Finn/Julie Robertson
• PDA June 2007
• Est. Cost 2.3 million
• Location/Region McDill AFB, FL Norfolk

• Completed 1/7/08
• Thank You

01/10/2008
Thomas C. Deckard / [phone] Thomas.C.Deckar
d_at_noaa.gov
5
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UNRESOLVEDAUDIT ISSUES (cont.)Please verify the
following projects projected date of acceptance
(PDA)

• NMAO (cont.)
• Purchases under Henry Bigelow
• (PDA July 16, 2007)
• Sonar (850K)
• Waiting on OMAO CWIP Appendix - PDA Jan 08
• Multibeam Echo Sounder (204K)
• NMFS (NMAO paid)
• Waiting for NMFS to locate 1 component to enter
  into Sunflower
• Accoustic Doppler Current Profiler (201K)
• CD-509 Completed-PPMB waiting for acct codes

• Completed
• Thank You

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UNRESOLVEDAUDIT ISSUES (cont.)Please verify the
following projects projected date of acceptance
(PDA)

• Spectrometers (two) - (1) 700 MHz NMR and (1)
  800MHz NMR (Nuclear Magnetic Resonance)
• Project Manager Dr. Dan Bearden
• PDA December 2007
• Est. Cost 1.2 million each
• Location/Region Hollings Marine Laboratory, NMR
  Facility, Charleston, SC Norfolk

01/10/2008
Thomas C. Deckard / [phone] Thomas.C.Deckar
d_at_noaa.gov
7
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UNRESOLVEDAUDIT ISSUES (cont.)Please verify the
following projects projected date of acceptance
(PDA)

• NWS (cont.)
• NWRWAVES Software
• Project Manager Joel Nathan
• PDA FY 2007
• Est. Cost Unknown
• Location/Region Headquarters
• Coordinating meeting between Steve Creeger, Jan
  Evans and Joel Nathan to resolve this issue

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UNRESOLVEDAUDIT ISSUES (cont.)Please verify the
following projects projected date of acceptance
(PDA)

• OAR
• Ejet
• Bobby Kelley has identified the applicable
  contract modifications.
• Ruth Wright needs to send additional supporting
  documentation for identified modifications.
• Property Custodian Bobby Kelley
• Location/Region Boulder

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NESDIS PROJECTSPlease verify the following
projects projected date of acceptance (PDA)

• Critical Single Points of Failure/Critical
  Infrastructure Protection (CIP)
• Project Manager Angelo Wade
• PDA April 2008
• Est. Cost 1.5 million
• Location/Region Wallops - Norfolk

01/10/2008
Thomas C. Deckard / [phone] Thomas.C.Deckar
d_at_noaa.gov
10
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OAR PROJECTS Please verify the following
projects projected date of acceptance (PDA)

• Raytheon Supercomputer
• Project Manager Bobby Kelley
• PDA Unknown
• Est. Cost Unknown
• Location/Region Boulder, CO - Headquarters

01/10/2008
Thomas C. Deckard / [phone] Thomas.C.Deckar
d_at_noaa.gov
11
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PROJECT LISTPlease verify the following
projects projected date of acceptance (PDA)

• Spreadsheet sent out monthly by PPMB requesting
  L/S/CO to update their projects and add any new
  projects.
• Please include CWIP and Non-CWIP projects.
• Please include project codes (both CWIP and
  non-CWIP) related to the project.
• A response is required even if there are no
  updates.
• Please include the Team Leads and regional PPMB
  personnel on your responses.
• CWIP will be an audit emphasis in FY 2008

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CWIP REMINDERS

• Annual training is mandatory for CWIP
  Activity/Project managers.
• Notify PPMB (thomas.c.deckard_at_noaa.gov) of any
  new CWIP Activity/Project Managers and ensure
  they receive the mandatory training.
• Establish CWIP and non-CWIP codes at the
  beginning of a project.
• Track costs of each asset. There can be multiple
  assets under one project.
• Identify capitalized costs versus expenses.
• Communicate with PPMB personnel regarding the
  status of the project/asset.

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CWIP REMINDERS (CONT.)

• Definitions
• CWIP Activity Manager The individual who
  initiates obligating documents for a CWIP
  activity. They will also collect, record, and
  verify all costs, including direct and incidental
  labor associated with the CWIP activity.
• CWIP Project Manager The individual who
  provides construction management support and
  needed CWIP documentation to the CWIP Activity
  Manager

01/10/2008
Thomas C. Deckard / [phone] Thomas.C.Deckar
d_at_noaa.gov
14
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CWIP REMINDERS (cont.)

• Pending CWIP projects and C Tracking can be
  found as follows
• CWIP Projects https//inside.noaa.gov/noaa/Budget
  _Planning/cwip
• C Tracking http//www.ago.noaa.gov/ad/doc/repor
  ts/all-actions.shtml
• Additional information related to CWIP can be
  found on the PPMB website http//www.pps.noaa.gov
  /Training/CWIP.htm

01/10/2008
Thomas C. Deckard / [phone] Thomas.C.Deckar
d_at_noaa.gov
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CWIP TRAININGThe following individuals require
the mandatory CWIP Training.

• NMFS
• KC (Margaret) Kleiman, NCR
• NMAO
• Jeff Smith, MacDill AFB
• Michael Webb, Seattle
• Robert Wilmot, Seattle
• Joe Bohr, NCR

• NOS
• Beth McCandless, Charleston SC

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MATRIX OF MISSING DOCUMENTATION

• None.

01/10/2008
Thomas C. Deckard / [phone] Thomas.C.Deckar
d_at_noaa.gov
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PROPERTY MANAGERS

• The following people have been identified
• Carol Christian, AGO
• Jim Carter, CAO
• Barbara Beasley, CFO
• Randy Hill, CIO
• Regina Jackson, GC
• Bernadette Foreman, NESDIS

• Jeanette McDonald, NMAO
• Robert Ziobro, NMFS
• Sloane Strother, NOS
• Jan Evans, NWS
• Marie Covard, OAR
• Todd Stiles, USAO
• Linda Adkins, WFM

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PROPERTY MANAGERS (cont.)

• John Fallin, NMAO
• Rhonda Perry, NMFS
• Georgeann Stansbury, NOS
• Yvette Garnett-Singleton, NWS
• Kristin Brandenberg, OAR
• Danyale Little, USAO
• Marie Buie, WFM

• ALTERNATES
• Denise Tyler-Littleford, AGO
• Cynthia Burley, CAO
• Gail Perry, CFO
• Kathy Stowe, CIO
• Thornette Johnson, GC
• John Phillips, NESDIS

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UPR TRENDS
In thousands (000s)
Note Sunflower was inaccessible from October 5
through October 15 PPMB staff were in training
from October 16 through October 19 Sunflower
Migration to other DOC agencies (Phase I
complete, Phase II in process
01/10/2008
Thomas C. Deckard / [phone] Thomas.C.Deckar
d_at_noaa.gov
20
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UPR TRENDS (cont.)
In thousands (000s)
Note Sunflower was inaccessible from October 5
through October 15 in addition, PPMB staff were
in training from October 16 through October 19
Sunflower migration to other DOC agencies, Phase
I Complete, Phase II in progress
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AGED UPR (90 DAYS OLDER)
In thousands (000s)
As of October 26, 2007
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AGED UPR (cont.)(90 DAYS OLDER)
In thousands (000s)
As of October 26, 2007
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FY 2008 ANNUAL PHYSICAL INVENTORY
Thomas C. Deckard / [phone] Thomas.C.Deckar
d_at_noaa.gov
01/10/2008
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TRAINING

• DOC requirement still exists for new PAOs and
  PCs.
• Must be completed within 30 days of PAO and PC
  delegation.
• PAO, PC, and CWIP training is available on LMS
  (Learning Management System).
• https//doc.learn.com

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PAO/PC ETHICS TRAINING

• Required every year
• Link is available on the LMS Website
• http//doc.learn.gov/login
• Copies of the Certificates of Completion should
  be sent to Tom Deckard (Fax [phone] or Email
  w/attachment)

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DECEMBER REPORTS

• Financial Reports
• Submitted December 17th
• Issues Project and Accounting Codes insure
  correct codes are entered in Sunflower.
• Line/Staff/Corporate Office Books
• Includes revised listings of PAOs and PCs as a
  result of the realignment
• Please carefully review the revised PAO/PC
  listing and provide feedback to
• Seattle/Boulder Michelle Ross Sheila Hensley
• Headquarters/Norfolk Larry Oates Miguel
  Rodriquez

01/10/2008
Thomas C. Deckard / [phone] Thomas.C.Deckar
d_at_noaa.gov
27
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REPORTS

• Sunflower is unavailable to process capitalized
  property transactions for at most five business
  days after the monthly cut-off so that PPMB can
  process the financial reports for Finance.
• January 11 - 14, 2008
• February 11 15, 2008

01/10/2008
Thomas C. Deckard / [phone] Thomas.C.Deckar
d_at_noaa.gov
28
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EXCESS LAPTOPS

• Laptops have been reported to the ITSOs that have
  not been Excessed in Sunflower.
• PMs should coordinate with the ITSOs to obtain
  the list of laptops that have been excessed.
• PMs then should obtain the status of the laptop
  from the Property Contact/ Custodian.

01/10/2008
Thomas C. Deckard / [phone] Thomas.C.Deckar
d_at_noaa.gov
29
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EXCESS LAPTOPS (cont.)
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REMINDER

• Laptops/Computers and PDAs should have current
  users assigned within Sunflower.
• Computers and PDAs should not be left unattended
  in vehicles.
• Owners of Laptops/Computers/PDAs that have been
  lost, stolen or missing after the last physical
  inventory will be subjected to a special board of
  review and could be held liable.

01/10/2008
Thomas C. Deckard / [phone] Thomas.C.Deckar
d_at_noaa.gov
31
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HERITAGE ASSETS

• PPMB formed a Heritage Assets Working Committee
  to
• Assist in establishing nationwide NOAA policies,
  procedures, and standards for the preservation,
  security, handling, storage, and display of NOAA
  heritage assets, and
• Assist in determining if an asset is a heritage
  asset based on its historic, cultural, artistic,
  or educational significance to NOAA.
• Meeting will be held quarterly
• Interested parties are to contact Lyn Joynes

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• What are your questions or comments?

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• What are your agenda items for our next meeting
• Date, time and location for next meeting
• February 7, 2008 _at_ 1100 a.m.
• SSMC4 Room 8150

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PC/PAO/CWIP TRAINING

• Link has been established and is accessible via
  the LMS Website
• https//doc.learn.com/login
• Personal Property website course is for reference
  purposes only access test through the LMS
  website
• Certifications should be submitted to the
  appropriate Personal Property Office
  Representative

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HEADQUARTERS CONTACTS

• Eastern Hub
• Norfolk
• Miguel Rodriquez - Team Lead
• Robin MacMillan
• Doreen Kaduri-Porter
• Ken Morrow
• Headquarters
• Miguel Rodriquez - Team Lead
• Melissa Nelson
• Holly Turri
• Western Hub
• Boulder
• Michelle Ross - Team Lead
• Sheila Hensley
• Carisa Moncrief
• Ryland Pine
• Sheena Walker
• Seattle
• Michelle Ross Team Lead

• Property Management Officer
• Mark Napoli
• Branch Chief
• Jon Pinner
• Audit Lead/Sunflower Prog Acct
• Steve Creeger
• Assistant Audit Lead
• Tom Deckard
• Support
• Paul Myers
• Anne Marquez (Webmaster)
• Chief Cataloger
• Raymond Akondo
• Collection-type Heritage Assets
• Lynette Joynes
• HQS Inventory Manager
• Larry Oates