Improving Agency Internal Reuse of Property

1
Improving Agency Internal Reuse of Property
Roman MarciniakSpecial ProjectsOffice of
Personal Property Management General Services
Administration
June 11, 2009
2
Course Objectives You will

• Know why internal reuse of property is important
• Be able to define internal screening
• Learn what the Federal Disposal Process is
• Learn the different methods of internal screening
• Know what AAMS is
• Learn how AAMS works
• Learn how AAMS was customized for different
  agencies
• Determine how you can get AAMS

3
Authorities
4
Authorities

• Title 40 USC 524(b)(1)reassign property to
  another activity within the agency when the
  property is no longer required for the purposes
  of the appropriation used to make the purchase
• 41 CFR 102-36.35You must ensure personal
  property not needed by your activity is offered
  for use elsewhere within your agency.

5
Internal Screening
6
Internal Screening Definition

• Screening
• Searching
• Selecting
• Internal
• Within your own agency

7
Internal Screening How?

• Circulate hardcopy lists
• Copies get lost
• Sits on someones desk
• Emails
• Buried with other emails
• Nuisance email
• Automated system
• Everyone within the agency can screen
• Overcomes the problems of hardcopy lists and
  emails

8
Federal Disposal Process
9
FEDERAL DISPOSAL PROCESS Graphic Display
SCREENING
Internal Agencies/Bureaus Of your Department
Federal Agencies Cost Reimbursable Contractors
Grantees
Public Airports State Agencies for Surplus
Property Nonprofit Educational Public Health
Activities Service Educational Activities
10
FEDERAL DISPOSAL PROCESS Systems
SCREENING
AAMS
Internal Agencies/Bureaus Of your Department
Federal Agencies Cost Reimbursable Contractors
Grantees
Public Airports State Agencies for Surplus
Property Nonprofit Educational Public Health
Activities Service Educational Activities
11
AAMS
12
AAMS Definition

• AAMS
• Agency Asset Management System
• Developed by GSA for Agency use
• An automated internal screening system for
  property no longer required
• Report
• Search
• Select
• Transfer

13
AAMS GSAXcess

• AAMS
• Fee for Service
• Internal screening module
• GSA does not broker
• Agency owns system

• GSAXcess
• No charge
• External creening module
• GSA brokers
• GSA owns system

14
AAMS Access
gsaxcess.gov
15
AAMS Access
16
AAMS Access
17
AAMS Access
18
Reporting
19
AAMS
Roles

• Players
• Robert Oppenheimer
• Reports property no longer required
• Transfers property
• Albert Einstein
• Requests property by searching and freezing
• Enrico Fermi
• Requests property by searching and freezing

20
AAMS Reporting
21
AAMS Reporting
22
AAMS Reporting
23
Searching
24
AAMS Reporting
25
AAMS Searching
Robert Oppenheimer
Enrico Fermi is doing the search
26
AAMS Searching
27
AAMS Searching
28
Freezing
29
AAMS Freezing
30
AAMS Single Freeze
31
AAMS Single Freeze
32
AAMS Single Freeze
33
AAMS Multiple Freezes
34
AAMS Multiple Freezes
35
AAMS Multiple Freezes
36
AAMS Multiple Freezes
37
Process
38
AAMS Transfer Document

• Process
• User freezes item(s)
• System emails transfer order to Approving
  Official
• Approving Official Signs Transfer Order
• Approving Official faxes or emails signed
  Transfer Order to Reporting Activity
• Reporting Activity transfers item(s) in the
  system to the selected freeze activity

39
Transfer
40
AAMS System Transfer Freeze Alert
41
AAMS System Transfer -- Access
42
AAMS System Transfer Requests
43
AAMS System Transfer No Competition
44
AAMS System Transfer Competing
Requests
45
AAMS System Transfer Competing
Requests

46
Additional Features
47
AAMS Additional
Features

• Delete Freeze
• Recall of Items Transferred
• Wish List
• Monthly Reports
• User
• All Users

48
Customization
49
Customization Owners

• Current Owners
• Department of Energy
• Department of Commerce
• Department of Veterans Affairs
• Department of Agriculture
• General Services Administration

50
Customization Owners

• Screening Period
• DOE
• Days 1-5 Reporting Bureau
• Days 6-12 Remainder of DOE for all items except
  ERLE
• Days 6-19 Remainder of DOE for ERLE items
• DOC
• Days 1-7 Reporting Bureau
• Days 8-15 Remainder of DOC
• USDA 15 Days
• DVA 10 Days
• GSA 5 Days_____________________________________
  ________
• DOE
• Normal Items Roll over to GSAXcess
• Sensitive Items Get dropped
• Economic Development Items Get dropped
• ERLE Items Get rerouted

51
Customization Your Agency?

• Lets talk it over
• Hear what we have to offer
• We will build in your special needs

52
Customization Your Agency?

• GSA Points of Contact
• Bill KempDirector, Utilization and Donation
  Program Div.[phone] william.kemp_at_gsa.gov
  
• Roman MarciniakSpecial Projects
• [phone]roman.marciniak_at_gsa.gov

53
Questions?