**[Introduction]{.underline}**

Ezekiel Dennison, Jr., Director, Logistics Division

**[Purpose]{.underline}**

These meetings are held monthly to ensure coordination among the
Personal Property Management Branch (PPMB), the Finance Office, and the
Line/Staff/Corporate Office (L/S/CO) Chief Financial Officers (CFO),
Property Managers (PM), and/or representatives in the areas of:

> Property Balances
>
> Process and Procedures
>
> Inventory Status
>
> UPR Status
>
> Status of Projects

**[Agenda]{.underline}**

The meeting covered the following topics:

> Audit Calendar
>
> Unresolved Audit Issues
>
> Anticipated Projects by Line/Staff/Corporate Office
>
> Matrix of Missing Documentation
>
> Unreconciled Payments Report (UPR)
>
> Annual Inventory -- FY 2007
>
> Inventory Memos
>
> Realignment and Custodial Numbers
>
> Training

Reports

Excess Property

The meeting materials, presentation slides, and the minutes will be
posted to the web site shortly after the meeting. The presentation
slides will include revisions brought to our attention during the
meeting.

**[Audit Calendar]{.underline}**

The first topic of the meeting was the audit calendar, which can be
found on PPMB's website at
<http://www.pps.noaa.gov/audit_calendar.html>. The calendar highlights
dates that are important in order to comply with the deadlines
established by Finance. The calendar includes when supporting
documentation is due to PPMB and when reports are due to Finance.

The reports are due to Finance on the Monday a week prior to the last
Tuesday of each month. To meet these new deadlines, the closing date
will typically be four business days prior to the aforementioned Monday.
The date will not be the same for each month, so the **audit calendar on
the website should be checked for the due dates for each month**.
**Reports of property transactions received after the closing date will
not be included in Sunflower until the next month.** These dates were
determined with input from Finance. Everyone should try to ensure that
all documentation is completed and turned into the PPMB in a timely
manner.

**[Unresolved Audit Issues]{.underline}**

(Projected date of acceptance (PDA))

*[NESDIS]{.underline}:*

1.  Critical Single Points of Failure

    a.  Project Manager: Angelo Wade

    b.  PDA: April 2007

    c.  Est. Cost: \$6.6 million

    d.  Location/Region: **Unknown**

        i.  According to Bernee Foreman, Angelo Wade is on leave this
            week. She will contact him next week for the status of this
            project.

2.  Decommissioning of NOAA 14

    a.  Property Custodian: William Carter

    b.  PDA: April 2007

        i.  A memo from NESDIS AA containing notification to Vice
            Admiral has been signed and is pending distribution.

    c.  Location/Region: Headquarters

*[NMAO]{.underline}*:

1.  Sonar for Long Range Fishery Vessel

    a.  Project Manager: Michael Webb

    b.  PDA: In litigation

    c.  Est. Cost: \$5.6 million

    d.  Location/Region: Seattle

        i.  Meeting was held on May 1^st^ with the vendor, L-3/Klein.

*[NWS]{.underline}*:

1.  Uninterruptible Power Supply (UPS) for NWS Telecommunication Gateway
    (NWSTG)

    a.  Project Manager: William Johnson

    b.  PDA: April 2007

    c.  Est. Cost: **Unknown**

    d.  Location/Region: Headquarters

        i.  Jan Evans mentioned that this project is complete. It is
            waiting on final invoice.

2.  NWRWAVES Software

    a.  Project Manager: **Unknown**

    b.  PDA: FY 2007

    c.  Est. Cost: **Unknown**

    d.  Location/Region: **Unknown**

        i.  A demonstration is now operating.

        ii. Jan Evans needs more information on internally developed
            software and how to determine the cost. Heather Potter will
            provide her with the accounting guidance regarding
            internal-use software.

3.  IBM Computer Lease

    a.  Project Manager: Bill Voitk

    b.  PDA: November 15, 2006

    c.  Est. Cost: \$97.5 million

    d.  Location/Region: Fairmont, WV - Norfolk

        i.  Adena Fitz sent the PPMB electronic versions of the lease
            determination worksheets (LDWs).

        ii. PPMB needs copies of the signed LDWs.

*[NWS and OAR]{.underline}*:

1.  Raytheon Computer Leases and Purchases

    a.  Three super computers are being procured under one contract,
        which includes leases and purchases.

    b.  The supercomputer (NWS) in Gaithersburg, MD was accepted October
        5, 2006. PPMB has received signed 509s; however, the signed
        lease determination worksheet (LDW) has not been provided.

        i.  LDW are awaiting Deputy CFO's signature.

        ii. Jan Evans will follow-up to determine the current status of
            this project..

    c.  The supercomputer (OAR) in Princeton, NJ was accepted in
        November 18, 2006. PPMB has received signed 509s; however, the
        signed LDW needs to be revised.

        i.  Beverly Benedetto is no longer with NOAA. Steve Mayle will
            be contacted to find out who the new property custodian will
            be.

        ii. Dale Lancer will follow-up to determine the current status
            of this project..

    d.  The supercomputer (OAR) in Boulder has not been accepted yet.

*[OAR:]{.underline}*

1.  Ejet (OAR)

    a.  The contract modifications applicable to the eJet components
        have been identified.

    b.  Bill Voitk needs to send additional supporting documentation for
        identified modifications.

        i.  Dale Lancer will follow-up to determine the current status
            of this project.

    c.  Property Custodian: Bobby Kelley?

    d.  Location/Region: Boulder

    e.  This asset has been outstanding since September 2005.

**[Upcoming Projects by Line/Staff/Corporate Office
(L/S/CO)]{.underline}**

PMs were asked to verify the following projects' projected date of
acceptance (PDA) and other information provided on the slides.

*[NESDIS Projects]{.underline}*

1.  13M Drive System Upgrade

    a.  Project Manager: Bob Clark

    b.  PDA: May 2007

    c.  Est. Cost: \$468k (both 13M and 14.2M)

    d.  Location/Region: Wallops, VA -- Norfolk

2.  14.2M Antenna Control System

    a.  Project Manager: Bob Clark

    b.  PDA: May 2007

    c.  Est. Cost: \$468k (both 13M and 14.2M)

    d.  Location/Region: Wallops, VA -- Norfolk

3.  Decommissioning of GOES 9

    a.  Property Custodian: William Carter

    b.  PDA: May/June 2007

        i.  A memo from NESDIS AA containing notification to Vice
            Admiral has been signed and is pending distribution.

    c.  Location/Region: Headquarters

*[NMAO Projects]{.underline}*

1.  Twin Otter Aircraft

    a.  Project Manager: Michelle Finn

    b.  PDA: May 1, 2007 through June 1, 2007

    c.  Est. Cost: \$2.5 million

    d.  Location/Region: Norfolk (McDill AFB, Florida)

        i.  Meeting will be held tomorrow, May 4, with Julie Robertson
            (PC) to discuss this project.

        ii. There is a capital lease of the engines associated with this
            asset.

2.  Henry Bigelow

    a.  Project Manager: Joseph Bohr

    b.  PDA: July 16, 2007

    c.  Est. Cost: \$55 million

    d.  Location/Region: Norfolk

        i.  Need to find out what the home port for this vessel will be.

3.  McArthur II Upgrades

    a.  Project Manager: Bob Wilmot

    b.  PDA: May 31, 2007

    c.  Est. Cost: \$740k

    d.  Location/Region: Seattle

        i.  These upgrades are currently in use. NMAO is waiting on
            invoices to capitalize the asset.

*[NOS Projects]{.underline}*

1.  Spectrometers (two) -- (1) 700 MHz NMR and (1) 800 MHz NMR (Nuclear
    Magnetic Resonance)

    a.  Project Manger: Dr. Dan Bearden

    b.  PDA: May 2007

    c.  Est. Cost: \$1.2 million each

    d.  Location/Region: Hollings Marine Laboratory, NMR Facility,
        Charleston, SC -- Norfolk

        i.  Robin MacMillan asked who the Property Custodian is going to
            be. Georgeann Stansbury stated that she would find out that
            information and provide it to Robin MacMillan.

*[NWS Projects]{.underline}*

1.  Air Handling Replacement for NWS Telecommunication Gateway (NWSTG)

    a.  Project Manager: William Johnson

    b.  PDA: 6 months after award of contract

    c.  Est. Cost: \$600k

    d.  Location/Region: Headquarters

        i.  The contract for this project has not been awarded yet.

*[OAR Projects]{.underline}*

1.  Tsunami Buoys

    a.  Project manager: **Unknown**

    b.  PDA: FY 2007

    c.  Est. Cost: **Unknown**

    d.  Location/Region: **Unknown**

PPMB needs L/S/COs' help to identify any other future transactions
related to property so that we can be proactive in accounting for those
assets. If there is any other procurement that is forecasted to occur,
please provide PPMB with information to help facilitate the accounting
of that property.

*CWIP*

PPMB reminds the PMs to identify all CWIP projects timely and to be
careful in reviewing the criteria for CWIP categorization. Finance's
Nick Bayer can provide assistance if needed. There are a couple of
websites that are useful in order to view pending CWIP projects and C\*
tracking. They are as follows:

CWIP projects: <https://inside/noaa.gov/noaa/Budget_Planning/cwip>

C\*Tracking: <http://www.ago.noaa.gov/ad/doc/reports/all-actions.shtml>

**[Matrix of Missing Documentation]{.underline}**

PPMB, with the help of Ernst & Young, reviews capitalized asset folder
documentation. This internal control process was developed to
systematically review transactions recorded in Sunflower. The Director
of Logistics, Property Management Officer, Personal Property Branch
Chief, Director of Finance, and Ernst & Young conduct these reviews.

The Matrix of Missing Documentation presents the results of the reviews:
identifying missing documentation, any errors or issues with the
existing documentation, and any errors or issues with the record of the
asset in Sunflower. This matrix is updated periodically and is posted on
the personal property web site. The CFO will be asked for help in
resolving any issues that have been reported in prior reports and that
are overdue.

**The following L/S/CO owe missing documentation to the PPMB:**

*[NWS]{.underline}*

1.  CD0001402429 -- Software Build 8.0 *(Headquarters)*: Missing copy of
    contract or purchase order. *(2 months old)*

    a.  Per Jan Evans, the contract is extensive. She requested
        information on what exactly was needed by the PPMB. Heather
        Potter responded that the first page of the contract (with the
        signatures) and any pages that describe what property NOAA is
        procuring.

**[Property Mangers (PM)]{.underline}**

**An alternate PM for OAR has not been designated.**

As part of the corrective action plan in response to FY 2004 MLC
(Management Letter Comment) #7, each L/S/CO is required to appoint a PM
[and an alternate]{.underline}. L/S/COs are to name the person formally
(in writing). This person will be responsible for the coordination of
all property management efforts for their L/S/CO, including:

-   Ensuring that purchases of accountable property are reported timely;

-   Assisting CWIP managers to ensure that capitalized property is
    reported as soon as possible after the asset is ready for use;

-   Coordinating the annual/specialized physical inventories;

-   Assisting with the disposal of excess property; and

-   Working with personnel within their L/S/CO to resolve outstanding
    unreconciled payments appearing on the UPR.

The following personnel have been identified as principal PMs:

-   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

-   Kristin Brandenberg, OAR

-   Jonathan Bailey, USAO

-   Linda Adkins, WFM

The following offices have identified alternate PMs:

-   Denise Tyler-Littleford, AGO

-   Cynthia Burley, CAO

-   Gail Perry, CFO

-   Kathy Stowe, CIO

-   Thornette Johnson, GC

-   John Phillips, NESDIS

-   John Fallin, NMAO

-   Rhonda Perry, NMFS

-   Georgeann Stansbury, NOS

-   Shelia Foster, NWS

-   **TBD**, OAR

-   Danyale Little, USAO

-   Marie Buie, WFM

**[Unreconciled Payments Report (UPR)]{.underline}**

NOAA has adopted the internal rule which states that object class codes
beginning with 31 will be used when acquiring accountable personal
property. See <http://www.pps.noaa.gov/acctobj.htm> for definitions of
accountable property and object class codes. The assumption is that if a
payment was made in the finance system using object class code 31, there
should be a corresponding record in the property system but there are
exceptions to this rule. (See <http://www.pps.noaa.gov/Training/UPR.htm>
for the fact sheet on UPR.) If L/S/CO cannot account for personal
property, the L/S/CO must fill out a CD 52 to resolve outstanding items
on the UPR.

Once a week, a file is captured out of CBS of all payments against
object class code 31 for items other than purchase cards. Purchase card
payments are captured out of CBS once a month. These files are sent to a
server that adds these records to those previously existing UPR and
displays them on PPMB's website. (<http://www.pps.noaa.gov/>)

Twice a week, usually on Tuesdays and Fridays, a file of all assets is
generated out of Sunflower. This file is sent to the UPR server and
matched against the payments appearing there.  If the record in
Sunflower matches the record of a payment, that payment is
automatically reconciled and removed from the UPR. If only part of the
payment is reconciled, the line is not removed, but the amount that has
been reconciled is displayed.  Automatic reconciliation reduces
the requirement to manually suppress items on the UPR that have been
entered in Sunflower. Manual suppression of a payment will only be done
in exceptional circumstances. Automatic reconciliation will normally
occur within a few days time once an item is entered into Sunflower.

PPMB breaks out the UPR by fiscal year, by L/S/CO, and by regions.
Graphs and tables are included in the L/S/CO Books illustrating the
current status of the UPR for each L/S/CO by region. Other graphs
illustrate the progress made over the past few weeks in reducing the
amount of unreconciled property.

The only reason that a bank card should appear on the UPR with a
capitalized object class code (object class codes which start with 31-1)
is if the purchases are components, CWIP related, or in other words, the
purchases are pieces of a larger project.

Use of the incorrect object class code affects the UPR. An example of
this is when NOAA buys equipment, but NOAA will never own the equipment.
The correct object class code for this transaction would be 31-5x. If
the 31 object class code is used incorrectly, this transaction will
appear on the UPR.

The slides presented during the meeting reflect the UPR as of the last
Friday before the monthly meeting. The UPR that is submitted to the
Deputy Undersecretary is generated on the first Friday of each month.
**The focus of the report to the Deputy Undersecretary is L/S/CO with a
UPR of 90 days and older [and]{.underline} total of unreconciled
payments greater than \$200,000**.

*[What PPMB do to assist the L/S/CO to reduce the UPR]{.underline}:*

1.  Distribute UPR reports and charts to for each region to the Property
    Representatives.

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1.  Distribute lists of the payments which comprise the UPR and trend
    charts for each L/S/CO to the PM (usually on Fridays).

2.  Distribute lists of UPR payments over 90 days old that we are able
    to match to AGO\'s contract list to identify the associated contract
    purchase agent.

**[Inventory]{.underline}**

The primary purpose of the annual physical inventory is to determine if
the Property Custodian (PC) can account for all items of property on the
PC's inventory list so the organization can reconcile the physical
property with the property records and the financial records. The
schedule for the physical inventories can be found at
<http://www.pps.noaa.gov/invensch.htm>.

Completion of inventories in a timely manner is being tracked by the
Deputy Secretary at the Department level. PPMB will work with
Line/Staff/Corporate Offices to ensure their 100 % physical inventory of
owned assets is completed by **May 31, 2007 (28 days from today's
meeting)**. Resolutions and reconciliations must be completed by June
30. Explanations for any inventories not completed on-time will have to
be provided in writing. All inventory extensions are to be submitted by
the PM to Mark Napoli (PMO), with a CC to the appropriate Regional
Property Office Representative, and the PPMB Chief.

The L/S/CO PMs are responsible for ensuring that their inventories are
conducted. The Property Office Representatives provide guidance to PCs
for completing their inventories. Completed inventories and the 100%
complete physical inventory certification should be routed through PMs
to the appropriate supporting Property Office Representative based on
the location of the Property Custodian.

If an L/S/CO needs to set an earlier inventory completion date, it is up
the PMs to issue supplemental guidance to their PCs in order to
facilitate the LO official required signature. A memo was issued by the
CAO directing that all inventories would be certified. See New
Requirement below.

**The following inventories are overdue:**

We have approximately 80% of all NOAA's inventory completed. A detail
listing as of this inventory report is provided as an attachment. We are
continually receiving updates.

***New Requirement***

**Assistant Administrators/Deputy Assistant Administrators (or their CFO
designate) or Directors/Deputy Directors are required to sign a document
certifying that all their annual physical inventories are 100%
complete**. It is up to the PMs to coordinate getting those
certifications and not the PPMB staff (Personal Property Office
Representatives). The Personal Property Office Representatives will
receive the completed inventories from the PMs. **The verified
certification must be returned through your Property Manager to the NOAA
Property Management Officer (Mark Napoli, Logistics Division, Office of
the Chief Administrative Officer) by June 10, 2007.**

**[Inventory Memos]{.underline}**

Special inventories are required every year as the result of Corrective
Action Plans in response to audit findings and recommendations. These
memos serve as an internal control in the property process by ensuring
completeness and existence of property.

1.  **Capitalized Property Inventory**

    a.  [Purpose]{.underline}: Test for existence of property; verify
        data on report.

    b.  [Format]{.underline}: Sunflower report.

    c.  [Source of Requirement]{.underline}: 1998 Audit recommendation.

    d.  [Action]{.underline}: Signature of Property Custodian, Property
        Accountability Officer and L/S/CO Office Official.

    e.  [Follow up]{.underline}: Correction of property records as noted
        during inventory.

    f.  [Frequency]{.underline}: Annually with corrections made to the
        property records prior to closeout of the third quarter on June
        13^th^ of each year.

    g.  [Comments:]{.underline} The memos will be sent by the Personal
        Property Office Representatives to the PCs. The memos are
        generated for the Property Custodians both with and without
        capitalized assets. Regardless of whether the Property Custodian
        has capitalized assets or not, the inventory needs to be signed
        by the Property Custodian, Property Accountability Officer, and
        the L/S/CO Official. Once the inventories have been completed
        and signed by the L/S/CO officials, they should be returned to
        the appropriate Personal Property Office Representatives.

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1.  **Deferred Maintenance**

    a.  [Purpose]{.underline}: Ensure management awareness.

    b.  [Format]{.underline}: Memo.

    c.  [Source of Requirement]{.underline}: FASAB requirement.
        (Statement of Recommended Accounting Standards No. 14 amending
        SFFAS 6 and 8).

    d.  [Action]{.underline}: Completion of NOAA Form 37-43 by Program
        Officers most familiar with the maintenance schedules of
        equipment; otherwise, negative report.

    e.  [Follow up]{.underline}: Note in Financial Statement.

    f.  [Frequency]{.underline}: Annual reports will be sufficient and
        that they could be tied to the capitalized property inventory.

    g.  [Comments]{.underline}: Since this inventory only pertains to
        capitalized property, there is no need for negative reports from
        Property Custodians who have no capitalized property. Once the
        inventories are complete, they should be provided to the
        servicing Property Office.

2.  **Depreciation Review**

    a.  [Purpose]{.underline}: Ensure that depreciation is being charged
        to the organization and project that is getting the benefit of
        the asset to comply with cost accounting requirements; ensure
        that obsolete codes are not being used.

    b.  [Format]{.underline}: MSAccess Sunflower report.

    c.  [Source of Requirement]{.underline}: Finance Office requirement.

    d.  [Action]{.underline}: Review and correction by Program Officer
        most familiar with which organization and project is getting the
        benefit of the equipment along with the office Budget Officer
        most familiar with current project codes.

    e.  [Follow-up]{.underline}: Correction of property depreciation
        records.

    f.  [Frequency]{.underline}: Annually. It may make more sense to do
        this at the beginning of the fiscal year when the Finance office
        first establishes the new project codes for the year.

    g.  [Comments]{.underline}: This inventory can not be sent out
        electronically, but must be printed out in hard copy by the
        property office. Once the inventories are complete, they should
        be provided to the servicing Property Office.

3.  **Collection-type Heritage Assets**

    a.  [Purpose]{.underline}: To try to get a more complete listing of
        NOAA\'s Collection-type Heritage Assets; verify that what is in
        the data base is correct.

    b.  [Format]{.underline}: MSAccess report.

    c.  [Source of Requirement]{.underline}: FASAB requirement (SFFAS
        #8).

    d.  [Action]{.underline}: Heritage Asset Custodians complete NOAA
        Form 37-41 for assets previously not reported.

    e.  [Follow up]{.underline}: Correction of property records as noted
        during inventory.

    f.  [Frequency]{.underline}: Solicitations of information on assets
        previously unreported have gone out quarterly. This is the first
        year that validation inventories were conducted. These should be
        done annually. There is no requirement that they be done at any
        particular time during the year.

    g.  [Comments]{.underline}: This inventory also can not be sent out
        electronically, but must be printed out in hard copy by the
        headquarters property office. Once the inventories are complete,
        they should be provided to the servicing Property Office.

4.  **GFE**

    a.  [Purpose]{.underline}: To update Sunflower and to account for
        NOAA property in hands of contractors.

    b.  [Format]{.underline}: Memo.

    c.  [Source of Requirement]{.underline}: Federal Acquisition
        Regulation.

    d.  [Action]{.underline}: Contract personnel conduct inventory and
        submit to the appropriate personnel as defined in the contract,
        generally the Contracting Officer\'s Representative. It is then
        up to the COR to provide the inventory to the Headquarters
        Property Office.

    e.  [Follow up]{.underline}: Correction of property records as noted
        during inventory.

    f.  [Frequency]{.underline}: Annually. There is no requirement that
        they be done at any particular time during the year, though it
        makes sense to try to ensure that the records are the most
        up-to-date as of the end of the third quarter.

    g.  [Comments]{.underline}: This inventory must be initiated by the
        contractors. Once the inventories are complete, they should be
        provided to the servicing Property Office.

The five memos are as follows:

  ------------------------ -------------------------- -------------------
  **Memo**                 **Sent to**                **Coordination**

  Capitalized inventory    Property Custodians        Property Managers;
                                                      Personal Property
                                                      Office
                                                      Representatives

  Contractor held property Contracting Officers       Thomas Deckard
                           Representatives            

  Heritage Assets          Heritage Asset Stewards    Lynette Joynes

  Depreciation Accounting  Line Office Budget Offices Thomas Deckard

  Deferred Maintenance     Line Office Program        Thomas Deckard
                           Managers                   
  ------------------------ -------------------------- -------------------

**[Realignment and Custodial Numbers/Codes]{.underline}**

Property custodial areas in the former Kansas City region were renamed
as part of the realignment. See
<http://www.pps.noaa.gov/realignment50states.html> for more details
regarding the realignment. Kansas City region's custodial codes were
denoted by a C in the middle of the code. Those custodial numbers should
now include on the following letters in place of the C depending on what
region the property is now under:

-   N for Maryland and Washington, DC (NOAA-HQS)

-   E for Eastern States (NOAA-Norfolk)

-   M for Boulder Property Office (NOAA-Boulder)

-   W for Oregon, Washington, Alaska, Hawaii, and European countries
    (NOAA-Seattle)

Note: NMAO property should be reported under Headquarters (NOAA-HQS),
Eastern (NOAA-Norfolk), or Western (NOAA-Seattle). There should be no
NMAO property reported under NOAA-Boulder.

Please remind your staff and field offices to use the correct regional
designation (denoted above in parenthesis) for the creation of new
assets in Sunflower (CD-50).

Jan Evans expressed some concerns with the realignment. NWS has its
offices based on regions, not states. NWS personnel are receiving
different ways of doing things from the various Property Representatives
for each region. She is concerned that her personnel are either not
getting the information or are receiving inconsistent information.

**[Training]{.underline}**

The PAO/PC Sunflower training and ethics training is a DOC requirement
for new PAOs and PCs. PMs and Property Office Representatives should
provide Tom Deckard with any PAO/PC changes. The training must be
completed within 30 days of PAO and PC assignment. E-learning will be
down through June 1, 2007, when it will be replaced with LMS (Learning
Management System).

All Property Custodian Certifications and Property Accountability
Certifications need to be submitted to the Property Office
Representative in the Region that they are under. These certifications
approve the assigning of the PC/PAO designation within Sunflower and are
processed by the Property Office Representatives. If a confirmation from
the Property Office Representative has not been received, then the
change was not processed. The change has not been approved and worked
until you receive a confirmation.

*[Property Accountability Officer (PAO) Training]{.underline}*

The PAO training is on e-Learning and accessible through the PPMB
website that will take the user directly to
[e-Learning.noaa.gov](http://e-learning.noaa.gov/). The user must have
an e-Learning login to access the training and test. Upon successful
completion of the course and a passing grade on the test (80% or better
of the 43 questions), a certificate will be issued. Copies of the
certificates for completion of the training need to be submitted to Tom
Deckard, PPMB and are subject to audit by the Department. Copies of the
certificates can be emailed to Tom Deckard as PDF attachments.

*[Property Custodian (PC) Training]{.underline}*

The PC training is on e-Learning and accessible through the PPMB website
that will take the user directly to
[e-Learning.noaa.gov](http://e-learning.noaa.gov/). The website course
is for reference purposes. PCs should access the test through the
e-Learning website. Copies of the certificates for completion of the
training need to be submitted to Tom Deckard, PPMB and are subject to
audit by the Department. Copies of the certificates can be emailed to
Tom Deckard as PDF attachments.

*[PAO/PC Ethics Training]{.underline}*

All PAOs and PCs are now required to take yearly ethics training. A link
has been made available on the e-learning website at
<http://e-learning.doc.gov/noaa/index.cfm>. Copies of the certificates
for completion of the training need to be submitted to Tom Deckard, PPMB
and are subject to audit by the Department. Copies of the certificates
can be emailed to Tom Deckard as PDF attachments.

**[Reports]{.underline}**

The reports were the next topic of the meeting.

***Financial Reports***

PPMB currently provides financial reports to the Finance Office on a
monthly and quarterly basis. The monthly reports reflect the month's
activity whereas the quarterly reports reflect year-to-date activity.
These reports detail the capital assets of NOAA by major asset category
(Aircraft, Ship, ASOS, NEXRAD, etc.). There is a summary of the
acquisition cost that shows the beginning balance of the asset category
and any prior period adjustments, any current period adjustments, any
additions, and any deletions to arrive at the ending balance of the
asset category. Also included in the reports are the details for the
Unreconciled Payments Report (UPR) and the details for the
government-furnished equipment. The Financial reports for the month of
March were submitted to Finance electronically on April 16th.

***Line/Staff/Corporate Office (L/S/CO) Books***

The books are similar to the financial reports; however, they detail
only the assets for a particular L/S/CO. Hard copies of the books will
be provided at the end of the quarters (December, March, June, and
September). Electronic versions of the books will be provided to each PM
on those months when hard copies are not printed.

These books also include current listings of the PAOs and PCs. The
listings have been revised to reflect the newest realignment. **Please
review the revised listings and provide any updates to the applicable
Property Office Representatives, and if the property is in the
Headquarters region, to Larry Oates.**

> Boulder/Seattle: Rudy Nunez
>
> HQS: Larry Oates
>
> Norfolk: Robin MacMillan

**[Excess Property]{.underline}**

Excess property is items that are no longer needed by or useful to the
Department of Commerce (DOC). Unneeded property reported by individual
Property Custodians for disposal is **NOT** "Excess" until internal
re-utilization screening within DOC has been completed and it has been
determined that no one else within DOC requires the property.

Property may be scrap to you; however, it may not be scrap to someone
else within NOAA or DOC.

When making a procurement, excess should be the first source of supply.

Everyone should be using Sunflower to report excess property. Paper
CD50's are okay, but the preferred method is Sunflower. Excess should be
reported as an "excess receival" within Sunflower when requesting an
asset be reported as excess. A final event should **NOT** be initiated
by the PC until an item has been sold, transferred, or donated.
"Retirement of asset" should only be used for lost, stolen, damaged,
sacrificed, and unserviceable assets, **NOT** serviceable excess. A
paper CD50 or SF120 is not necessary if reporting the property as excess
through Sunflower via an electronic CD50.

All laptops and PDAs should be handled as an Excess action. They should
be recorded in Sunflower as an Excess Receival and must be processed
through GSA and/or the NOAA Warehouse in Brandywine, MD. Debbie
Pickerign is the point of contact for the Warehouse and can be reached
at 301-372-2925 or via email <Debra.A.Pickerign@noaa.gov>.

**[Reminders]{.underline}**

The PC should require employees to sign for property issued exclusively
to them. This signature on a [NOAA Form
37-40](http://www.rdc.noaa.gov/~audit/noaaforms/nf3740r1.pdf)  (Personal
Custody Property Record / Hand Receipt) provides an acknowledgement by
the employee of their responsibility for the property. The NOAA Form
37-40 provides pertinent information such as model number, serial
number, item description, and Property ID (barcode) Number. The NOAA
Form 37-40 also needs to be signed by the Property Custodian.

The Personal Custody Receipt is used:

-   to record property in use or in custody of individuals;

-   to assign responsibility for sensitive or personal custody items;

-   to provide an audit trail for property accountability;

-   to provide assurance that the user understands their responsibility
    for property;

-   to track items that an employee is required to take out of the
    office; or

-   to determine responsibility for lost, damaged, or stolen property.

PCs are required to use this form when property is not used in an office
setting or whenever property is removed from an office setting. In
addition, it is **mandatory that all laptops, PDAs and SmartPhones be
assigned to a particular designated individual**. This individual will
be identified in Sunflower as the Current User of the asset. In
addition, the PC should ensure that the designated individual completes
a [NOAA Form 37-40, Personal Custody Property Record / Hand
Receipt](http://www.corporateservices.noaa.gov/~audit/noaaforms/nf3740r1.pdf).

If there is property that has not yet been assigned to a current user or
if there is property which, because of the way it is used in the office,
can not be assigned to a current user, then it must be assigned in
Sunflower to the PC as the current user.

PMs were informed about the recent numbers of reported incidents of
thefts of laptop computers from employees' vehicles (both locked and
unlocked). There is cause for concern when precautions are not taken by
employees to protect NOAA property especially laptop computers. With
recent laptop disappearances making news headlines and as part of NOAA's
laptop security awareness campaign, scrutiny of personal property
accountability has increased. Oftentimes the vehicles themselves were
parked in front of the owner's residence. With recent laptop
disappearances making news headlines and as part of NOAA's laptop
security awareness campaign, scrutiny of personal property
accountability has increased. Property Managers were informed to ensure
that they remind all employees protect such assets. Additionally, they
were informed to ask their employees not to store or even leave laptops
computer in any vehicle; not even in the trunk. Please ask all employees
to protect their laptop and the data they may store on it by getting it
fully encrypted and secure it in a locked environment outside of their
vehicle.

During annual physical inventories, positive determinations must be made
that the property assigned to an individual is still in the possession
of that particular individual. Therefore, the NOAA Form 37-40 must be
revalidated or renewed at least annually.

When an employee or contractor that has property assigned to them
leaves, transfers, or is reassigned, PCs must ensure that this property
is returned. The PC should look for the NOAA Form 37-40 related to the
property. That old NOAA Form 37-40 should be destroyed and a new NOAA
Form 37-40 should be prepared. The current user for the property will
either change to the PC or a new current user will be assigned. The
current user needs to be updated in Sunflower when someone departs NOAA.
This update can be made directly by the Property Custodian or the
Property Contact in Sunflower by using the HTML Transaction Pages,
Update Asset Information. This is quick and easy and does not need to be
approved or processed by a PPMB (Personal Property Office
Representative) staff member.

CIO is currently encrypting PDAs and laptops. As part of their process,
they are notifying users and PPMB when property does not have a barcode
and/or is not in Sunflower. Zeke Dennison discussed the need to excess
all unneeded property and not to have it sitting around. He also stated
that the Personal Property Branch is working with the CIO to identify
all excess laptops that will not be encrypted. All these laptops must be
excessed immediately. All PMs are reminded to work with their Line
Office Information Technology Security Office (ITSO) to help identify
all the excess laptops with the appropriate Property Custodians. [Debby
Pickerign at the NOAA warehouse can be notified to assist in the excess
of all NOAA Laptops/PDAs.]{.underline}

**[Comments]{.underline}**

Jon Pinner has been out for a family emergency. He should be returning
next week. Our thoughts are with him and his family.

The scheduled meeting for July 5^th^ has been rescheduled due to the
Fourth of July holiday. It will be July 12^th^ at the regular time and
place.

Zeke Dennison mentioned that two of the hiring actions should be
completed this week.

**[Agenda Items for Next Meeting]{.underline}**

If there are agenda items that the L/S/CO would like addressed in these
monthly meetings, please provide them to PPMB. You may email your
suggestions to [thomas.c.deckard]{.underline}[\@noaa.gov]().

**[Date and Time of Next Meeting]{.underline}**

The next meeting is scheduled for June 7 @ 11 a.m. at SSMC 4, Room 8150.

**[Attendees]{.underline}**

Ezekiel Dennison -- OCAO/RPLLO/Logistics Division

Mark Napoli -- PMO/Deputy LD Director

Tom Deckard -- PPMB

Debbie Pickerign -- PPMB Warehouse (301-372-2925 x104)

Jim Carter -- CAO

Cynthia Burley -- CAO

Janice Duncan -- CIO

Robert Ziobro -- NMFS

Rhonda Perry -- NMFS

Georgeann Stansbury -- NOS

Glenn Davis -- BranCore Technologies

Paul Myers -- BranCore Technologies

Anne Marquez -- BranCore Technologies

Heather Potter -- Ernst & Young

**[Via Tele-conference]{.underline}**

Tejonna Queen -- AGO

Barbara Beasley -- CFO

Gail Perry -- CFO

Thornette Johnson -- GC

Regina Johnson -- GC

Bernadette Foreman -- NESDIS

Jan Evans -- NWS

Dale Lancer -- OAR

Danyale Little -- USAO

Michelle Masias -- WFM

Rudy Nunez -- Boulder

Hank Kordek -- Boulder

Robin MacMillan -- Norfolk

Mark Miller -- CFO, Finance

Amy Lin -- CFO, Finance

**[Did Not Attend]{.underline}**

Jon Pinner -- PPMB (family emergency)

Jeanette McDonald -- NMAO (conflicting meetings)

Kim Hutchinson -- Seattle

***Supplemental Information:***

**[Headquarters Contacts]{.underline}**

PPMB has reorganized on a geo-centric instead of line-centric framework.
For additional information, see <http://www.pps.noaa.gov/contacts.htm>.
The reorganization is summarized below.

1.  Property Management Officer

    a.  Mark Napoli

2.  Personal Property Branch Chief

    a.  Jon Pinner

3.  Audit Lead

    a.  TBD

4.  Assistant Audit Lead

    a.  Tom Deckard

5.  Support

    a.  Heather Potter

    b.  Paul Myers

    c.  Anne Marquez (Webmaster)

6.  Chief Cataloger

    a.  Raymond Akondo

7.  Collection-type Heritage Assets

    a.  Lynette Joynes

8.  HQS Inventory Manager

    a.  Larry Oates

9.  Eastern Hub

    a.  Norfolk

        i.  TBD -- Team Lead

        ii. Robin MacMillan -- Acting Team Lead

        iii. Doreen Kaduri-Porter

        iv. Carisa Moncrief

    b.  Headquarters

        i.  TBD -- Team Lead

        ii. Melissa Nelson -- Acting Team Lead

        iii. Ryland Pine

        iv. Holly Turri

10. Western Hub

    a.  Boulder

        i.  Rudy Nunez -- Team Lead

        ii. Sheila Hensley

    b.  Seattle

        i.  TBD -- Team Lead

        ii. Rudy Nunez -- Acting Team Lead

        iii. Kim Hutchinson/Dominic Blakey