PERSONAL PROPERTY

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PERSONAL PROPERTY

• Status Meeting
• February 7, 2008

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AGENDA

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

• Documentation Approval
• Property Managers
• Unreconciled Payments Report (UPR)
• FY 2008 Annual Physical Inventory
• Training
• Reports
• Excess Laptops
• Collection-Type 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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DOCUMENTATION (CONT)

• CWIP Documentation Checklist
• Checklist for Submitting Documentation to the
  Line/Staff/Corporate Office Project Manager (PM)
  and then to the appropriate Personal Property
  Office Representative.
• http//www.pps.noaa.gov/New_menu/Documentation20C
  hecklist.html
• Complete Documentation is important for
  Capitalizing Assets.
• Object Class Codes starting with 31 should only
  be used when acquiring accountable personal
  property.

02/07/2008
Thomas C. Deckard / [phone] Thomas.C.Deckar
d_at_noaa.gov
5
6
UNRESOLVEDAUDIT ISSUES Please verify the
following projects projected date of acceptance
(PDA)

• NMAO
• 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.

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

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

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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

02/07/2008
Thomas C. Deckard / [phone] Thomas.C.Deckar
d_at_noaa.gov
9
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NOS PROJECTS 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 May 2008
• Est. Cost 1.2 million each
• Location/Region Hollings Marine Laboratory, NMR
  Facility, Charleston, SC

02/07/2008
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

02/07/2008
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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PPMB WEBSITE UPDATE
http//www.pps.noaa.gov/

• Has been revised and updated to include
• Object Class Codes
• http//www.pps.noaa.gov/acctobj.htm
• http//www.pps.noaa.gov/OCC20Revision2007-18-10
  .pdf
• AGO Guidance for Leases and LDW
• http//www.pps.noaa.gov/PoliciesMenu.html
• Lease Deterrmination Worksheet
• http//www.pps.noaa.gov/DocChecklist.htm
• Presentation slides and minutes of LO/SO Meeting
• http//www.pps.noaa.gov/Meetings.htm

02/07/2008
Thomas C. Deckard / [phone] Thomas.C.Deckar
d_at_noaa.gov
13
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CWIP REMINDERS

• Annual training is mandatory for CWIP
  Activity/Project managers before being appointed
  by the CFO.
• 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)

• Review the CWIP Policy and Procedures manual
  http//www.corporateservices.noaa.gov/finance/CWI
  P.html
• Successfully complete the mandatory yearly CWIP
  training
• http//www.wfm.noaa.gov/doc.learn/index.html
• Complete a CWIP determination letter for every
  construction project
• If a project is deemed CWIP, inform the Budget
  Execution office via the CWIP Project List form
• Set up two files for tracking CWIP related costs
  (one for the CWIP Activity Manager and one to be
  sent to the appropriate Property Office upon
  project completion
• Complete monthly CWIP reconciliations
• Complete NOAA Form 37-6 (and CD-509 for Personal
  Property) within the quarter of acceptance and/or
  BOD of your construction project

02/07/2008
Thomas C. Deckard / [phone] Thomas.C.Deckar
d_at_noaa.gov
15
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CWIP REMINDERS (CONT)

• Property Managers are required to update their
  listing information which must include, at a
  minimum, the CWIP project(s), task numbers,
  estimated value of the project, projected date of
  acceptance, region of the asset, and the CWIP
  Project/Activity Manager who will be responsible
  for the personal property asset(s).
• Property Managers are required to review and
  validate the CWIP Activity/Project Manager
  Training listing.

02/07/2008
Thomas C. Deckard / [phone] Thomas.C.Deckar
d_at_noaa.gov
16
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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

02/07/2008
Thomas C. Deckard / [phone] Thomas.C.Deckar
d_at_noaa.gov
17
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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
  http//www.pps.noaa.gov/Training/CWIP.htm
• http//www.pps.noaa.gov/appendix_c_07112006.pdf

02/07/2008
Thomas C. Deckard / [phone] Thomas.C.Deckar
d_at_noaa.gov
18
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CWIP TRAININGThe following individuals require
the mandatory CWIP Training.

• NMFS
• K.C. Kleinman, NCR
• NMAO
• Jeff Smith, MacDill AFB
• Robert Wilmot, Seattle
• Joe Bohr, NCR

• NOS
• Beth McCandless, Charleston SC

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MATRIX OF MISSING DOCUMENTATION

• Currently Done

02/07/2008
Thomas C. Deckard / [phone] Thomas.C.Deckar
d_at_noaa.gov
20
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DOCUMENTATION APPROVALS

• Retirement Final Event must be routed to PC/PAOs
  for approval.
• Property Loan Agreements must be
• Signed by PMO and maintained by PC
• Property loans should only be for 6 months and
  need PMO approval for renewal.
• Accountability will rest with the PC.

02/07/2008
Thomas C. Deckard / [phone] Thomas.C.Deckar
d_at_noaa.gov
21
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PROPERTY MANAGERS

• Each Line and Staff Office (LO/SO) is to appoint
  and retain both a Property Manager (PM) and an
  alternate PM who shall be instructed by their
  LO/SO to work closely with NOAAs Personal
  Property Management Branch (PPMB) personnel.
• Ensure that purchases of accountable personal
  property are reported to NOAAs PPMB.

02/07/2008
Thomas C. Deckard / [phone] Thomas.C.Deckar
d_at_noaa.gov
22
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PROPERTY MANAGERS(CONT)

• Assist their LO/SO CWIP Project and Activity
  Managers in ensuring capitalized and
  non-capitalized personal property is reported
  accurately and timely, and all required
  supporting documentation is provided to PPMB
  after the asset has been accepted and ready for
  use for its intended purpose.
• Responsible for the coordination of all of their
  LO/SO property management efforts which includes
  timely reporting of leases for accountable
  property.

02/07/2008
Thomas C. Deckard / [phone] Thomas.C.Deckar
d_at_noaa.gov
23
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PROPERTY MANAGERS(cont)

• 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
• Carol Cinfolo, 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
02/07/2008
Thomas C. Deckard / [phone] Thomas.C.Deckar
d_at_noaa.gov
26
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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
02/07/2008
30
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FY 2008 ANNUAL PHYSICAL INVENTORYOVERDUE
INVENTORIES

• NMFS
• Beverly Ryan
• David Senn
• John Foret
• Kenneth Sherman
• Sandra Arvilla
• OCIO
• Trena Simon
• Randall Hill
• Clifford Schoenberger (2)

• OCIO (Cont)
• Dominador Sanchez
• Dail Hobbs
• WFM
• Linda Atkins
• Paul Kountzman

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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
  Commerce Learning Ctr.
• https//doc.learn.com
• Commerce Learning Questions contact Maria Krug
  (301-665-3766) or Stan Lum (301-713-6312)

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TRAINING (CONT)

• Per the Department of Commerce, Property Official
  Certification Manual, dated November 2006,
  Section 4.4 Continuation of Certification
  Training, Each Certified Property Official (PMO,
  PAO, PC) must attend refresher training each year
  for eight classroom hours of learning.

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PAO/PC ETHICS TRAINING

• Required every year
• Link is available on the Commerce Training
  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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JANUARY REPORTS

• Financial Reports
• Submitted January 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

02/07/2008
Thomas C. Deckard / [phone] Thomas.C.Deckar
d_at_noaa.gov
35
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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.
• February 11 - 15, 2008
• March 11 17, 2008

02/07/2008
Thomas C. Deckard / [phone] Thomas.C.Deckar
d_at_noaa.gov
36
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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.

02/07/2008
Thomas C. Deckard / [phone] Thomas.C.Deckar
d_at_noaa.gov
37
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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.

02/07/2008
Thomas C. Deckard / [phone] Thomas.C.Deckar
d_at_noaa.gov
39
40

• 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
• March 6, 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 Commerce Learning Website
• https//doc.learn.com/login
• Personal Property website course is for reference
  purposes only access test through the Commerce
  Learning 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
• Ezekiel Zeke Dennison, Jr
• 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