![](media/image1.png){width="0.9597222222222223in"
height="0.9652777777777778in"} **Federal Acquisition Service**

> ***The Best of Disposition***

THE NEWSLETTER DEDICATED TO THE INITIATIVES OF THE GSA PROPERTY
MANAGEMENT PROGRAM

"The first source of supply!"

> **Autumn 2008 DN-No. 41s**

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**CFL -- The Gift of Learning is a Treasure**

"Where your treasure is, there will your heart be also"

There is a line in the magical book, [Harry Potter and the Deathly
Hallows,]{.underline} cited above, that is emblematic of the choices we
make in life and the emphasis we place on these choices---as they
represent our true values and, in essence, are our treasures. Such is it
with the decisions we make in the real world that indicate our truest
feelings and are distinctive treasures that define us as individuals and
organizations. We at GSA believe that participation in the Computers for
Learning (CFL) program offers an opportunity to display such treasures
in the real world of property management. That is why GSA is proud to
sponsor the re-engineered CFL program application at
[www.computersforlearning.gov](http://www.computersforlearning.gov/) as
a springboard to encourage and promote the transfer of excess government
computers from federal agencies to needy classrooms and students across
America. The CFL program can help accomplish the wonderful goal of
making modern computer technology an integral part of every classroom by
increasing access to vital IT equipment. And in so doing, the CFL
program becomes beneficial in many ways---by being good for schools,
good for government, and good for the environment. **For schools:** the
CFL program enables America's students to connect to the Internet and
integrates technology into the classroom; it provides teachers with
educationally useful equipment to educate our nation's youth; it enables
access to a broad range of educational programs and information; and it
permits schools to acquire computer equipment at no cost except for
transportation fees. **For government:** the CFL program provides
beneficial reuse of government computers and related equipment; it
enables "giving back" to the community; it maximizes the taxpayer's
investment in computer equipment; and it helps ensure that our nation's
children are prepared to contribute and compete in the 21^st^ Century.
**For the environment:** the CFL program contributes to a green
environment, by allowing for the three "R's" of *reuse, reduce, and
recycle* by facilitating the reutilization of computers by agencies to
protect the environment and conserve resources. But the benefits don't
stop there. By using the CFL program, agencies can give girls and boys a
treasure of resources to excel---to help build a successful future for
them and for America. The CFL program places computers in classrooms and
prepares students to learn and to adapt to the modern world of
technology. It also places special emphasis on those schools and other
educational nonprofit organizations with the greatest needs, so that
every student can be reached. Likewise, by registering at GSA's new
application site,
[www.computersforlearning.gov](http://www.computersforlearning.gov/), a
school or educational nonprofit organization can quickly start down the
road to a better future. The schools and organizations can sign up and
become the recipients of govern-ment computers within just a few days.
And now GSA has made the registration and selection process easier than
ever. Schools can view the various excess computer items being reported
by federal agencies---including desktop systems, laptops, CPU's,
monitors, keyboards, scanners, and more---and then request directly
which equipment they want for their schools. It's a good process and a
great gift to give and receive---a treasure of commitments to learning.
For information on the new web application, you can visit the "gateway"
site to connecting students to computer technology at the following:
[www.gsa.gov/computersforlearning](http://www.gsa.gov/computersforlearning)
or contact GSA at 866-472-9161 or <computers.learning@gsa.gov>. You can
give the gift of learning by providing used IT equipment to the CFL
program---and, by so doing, you can display the true values of your
agency and the treasures that we all possess if we just *open* our
hearts. It's just a little bit of magic---*Alohomora!*

**[Property Disposal Condition Codes]{.underline}**

**[Code 1]{.underline} = Excellent. Property in new or unused
condition.**

**[Code 4]{.underline} = Usable. Property which shows some wear, but can
be used without significant repair.**

**[Code 7]{.underline} = Repairable. Property which is unusable
currently, but can be economically repaired.**

**[Code X]{.underline} = Salvage. Property which has [some
value]{.underline} in excess of its basic material content, but repair
is impractical or un-economical.**

**[Code S]{.underline} = Scrap. Property which has [no
value]{.underline} except for its basic material content.**

**The National Stock Number Story**

With the recent proliferation of identification codes, it's nice to know
that there **[is]{.underline}** some logic to an important code number
we use everyday---the National Stock Number or NSN. The NSN is an
official label applied to an item that is repeatedly stocked, stored,
issued, and used throughout the federal supply system. The NSN is
applied to nearly every imaginable item, from light bulbs and boots to
fuels and transport vehicles. When items from different manufacturers
perform the same function with the same characteristics and size, a
[single]{.underline} NSN is assigned to identify these "like" items.
This intuitive approach minimizes the number of NSN's catalogued in the
Federal Logistical Information System (FLIS), which is managed by the
Defense Logistics Information Service (DLIS). The DLIS operates within
the Defense Logistics Agency (DLA) and is the only group authorized to
assign NSN's. The NSN is recognized by the United States government, the
North Atlantic Treaty Organization (NATO), and many other governments
worldwide. Federal agencies, including the General Services
Administration (GSA) and the Department of Defense (DoD), use the NSN to
buy and manage billions of dollars of various supplies and equipment
each year.

Each NSN is a 13 digit code number that is formatted to convey specific
information about the item it describes. The first four digits are known
as the Federal Supply Class (FSC), and are used to group *similar*
*items*. For example, 6240 is the FSC for "Electric Lamps" and is used
to group "like" items such as fluorescent lamps, incandescent lamps, and
mercury lamps. The next two digits of the NSN signify the *country* that
assigned the NSN. For example, "00" and "01" are both used to identify
the USA (NATO countries also use the NSN). The remaining seven digits
are assigned *sequentially* to make each NSN unique. When NSN's are
assigned, a wide arranged of logistical data is assembled to define the
item, including name, price, characteristics, handling, storage, shelf
life, etc. This data forms the backbone of the NSN and the foundation
for supply coordination between the military services, civilian
agencies, and countries world-wide. Overall, the NSN not only provides a
centralized data reference, but also forms the international language of
logistics that allows programs to maximize resources, ensure
consistency, and operate efficiently in the world of today. This makes
the NSN a great success story.

**Maximizing the Use & Benefits of Property**

"Good order is the foundation of all good things."

-Edmund Burke

Throughout history, theories abound about the best way of managing
things. Everyone from Augustus Caesar to Donald Trump has had "a plan"
that guided him or her toward success. GSA has provided an excellent
plan to help federal agencies ensure success in the management of
federal personal property. In GSA Bulletin, FMR B-17, titled
*Stewardship of Federal Property,* GSA outlines key guidelines to ensure
that federal agencies maximize the use of federal property, provide for
the transfer of this property to eligible recipients, and safeguard the
property through proper care and handling. These factors all serve to
protect the investment of the government and save agencies and the
taxpayers valuable resources and dollars by avoiding new acquisitions.
Some key advice in the bulletin includes pre-screening property
[before]{.underline} authorizing new procurements, performing care and
handling for the [lifetime]{.underline} of the property, providing
proper descriptions of property---including [pictures]{.underline}, and
cooperating with [all authorized entities]{.underline} to transfer
property. This is good solid advice so that you can maximize the use and
benefits of property. To learn more, go to the GSA website at
[gsa.gov/property]{.underline} and find the link for the Federal
Management Regulations. It's just good planning.

**The Magic of GSAXcess®**

It's been around for almost 10 years in one form or another, yet the
magic of GSAXcess® still intrigues users of GSA's property inventory
system. Once you gain access, the system offers several options to
enhance your agency's property management portfolio. Not only can you
[dispose]{.underline} of property by using GSAXcess® (the most popular
option), but you can search for, "freeze," request, and acquire excess
personal property for your agency's use. This means that you can
effectively dispose of un-needed property *and* also gain valuable
property assets to support vital agency needs. And were not just talking
about general supplies and furniture here. We mean acquiring *the* items
that really make agencies work---from automobiles to tractors and
generators to telescopes. And that's not all. You can fine-tune your
efforts in GSAXcess® by modifying excess reports, uploading pictures,
submitting "want lists," transferring computers to schools, and more. In
essence, GSAXcess® provides the means and resources needed to support a
wide array of federal initiatives, from basic administration and public
infrastructure programs to fire-fighting efforts and emergency
management projects. That's quite a feat! Some might even call it a bit
of "magic." You can contact [gsaxcess.gov]{.underline} to find out more
about the magic that GSAXcess® can do for you. It's almost as simple as
*Avada Kedavra!*

**DID YOU KNOW:** GSA can visit your agency and prescribe a property
disposal solution for you. The solution can serve one or multiple agency
sites---to ensure an effective property disposal process. Contact your
local GSA office for help.

##### "TO STRIVE, TO SEEK, TO FIND . . . IN GSA!"

##### The actual extended quote above is "To strive, to seek, to find, and not to yield" and it comes from Alfred Lord Tennyson's famous poem "Ulysses" penned in the 19^th^ Century by the poet to denote determination against all odds. Well, we in the GSA Property Management Program know that while agency property managers don't face the same fantastic problems that Ulysses faced (see Homer's *[The Odyssey]{.underline}*), we do know that each property manager is determined to run as efficient a program as possible. And that's where GSA can help. Recently, GSA has enhanced its already exemplary property program to allow managers everywhere to better "strive" to run their operations effectively, to "seek" the best excess property available at little or no costs, and to "find" the solutions needed to help their agencies excel in property management. GSA has done this in a number of ways: established a utilization and donation (U&D) focus group to address property concerns; increased options for agencies to *expedite* property disposal system wide; enhanced GSAXcess® procedures to enable users to prioritize items being processed for checkout; added new items by condition codes to the Basic Search Options within GSAXcess® to increase property availability; streamlined the agency disposal process by allowing pictures to be reported upfront; simplified property reporting by reducing and redefining property condition codes; expanded search options in GSAXcess® to help agencies find vitally-needed items; enhanced agency flexibility for quick "local" disposals by granting approval by Area Property Officers; and many other enhancements as well. It's no wonder that more customers than ever are using GSA systems like GSAXcess® and GSA Auctions® to enhance their own operations. So, don't make an *odyssey* out of finding property solutions. Contact a GSA property office near you and start down the road to more effective property management. 

**A Quick Property Check List f/Managers**

**** The Item Control Number (ICN) is 14-digits, comprising an
AAC+Julian Date+Sequence Number.

**** The first two digits of the ICN identify the agency.

**** The AAC is short for the "Activity Address Code," and is a key
agency I-D code used in [all]{.underline} property transactions.

**** Excess property can be reported to GSA on-line using

GSAXcess® or manually using an SF-120 of SF-126.

**** Property can be viewed ("screened") and requested on-line using
GSAXcess®, a worldwide inventory system.

**** The State Agencies for Surplus Property (SASP's) coordinate
donations to state and non profit organizations.

**** The CFL is a great solution for disposing IT items and for helping
needy and disadvantaged schools.

**** GSA Auctions® offers a variety of outstanding sales options to get
agencies the best returns for their exchange/sale and reimbursable
property, worldwide.

**** GSA offers state-of-the-art and award-winning technology to
support all agency property management needs.

##### U&D: Just Like Romeo & Juliet

"But soft! What light through yonder window breaks? It is the east, and
Juliet is the sun."

-William Shakespeare

Alright! It may be a bit of a reach to compare the utilization and
donation phases of the GSA Property Management disposal process to
Shakespeare's Romeo & Juliet, but we in GSA think the association is a
valid one. After all, when east meets west and the sun touches the sky,
there is a harmony that brings out the best in things. This is how it is
with the "U&D" phases of the GSA disposal process, as one aspect
complements the other. Let us explain. GSA manages a process that allows
federal agencies to dispose of excess property by, first, offering it to
other federal agencies in the "utilization" phase and then, secondly,
offering it to public and eligible non-profit entities in the "donation"
phase via a State Agency for Surplus Property. As such, GSA provides
agencies two opportunities to dispose of items efficiently. One is via a
"transfer" to a needy federal agency; the other is through a "donation"
to certain public or non-profit groups. GSA makes it easy to report and
acquire property, too, as it provides the means to complete transactions
at one site: **gsaxcess.gov**. Agencies can view hundreds of needed
items daily---from cell phones to steam shovels---to meet their needs.
The common theme in these related phases is the "reuse" of government
assets---saving money, improving efficiency, and supporting programs,
nationwide. In fact, hundreds of millions of dollars are "saved" by the
U.S. Government each year through use of GSA's U&D process. Of course,
the process may not represent "high drama" to some, but in the "real"
world of government work, it represents the cohesion of resources that
truly defines public service. And just as day follows night, the U&D
process can help make dreams become reality---kind of like a pair of
"star-crossed lovers" we know. That's *amore*!

**Are You Ready To Move???**

[Planning Makes Property "Move" Projects Easier]{.underline}

Not a week goes by in the property program without an office relocation,
renovation, or refurbishment taking place that requires the movement of
property. Here are some helpful hints for agencies to use when such a
contingency arises:

-Announce the "Move" project and time frame [early]{.underline}!

-Screen excess property [internally]{.underline} (your agency) first!

-Assemble "like" items in [groups]{.underline}, if possible!

-Provide [accurate descriptions]{.underline} & specs of item(s)!

-Provide [good pictures]{.underline} for each item or group!

\-[Report]{.underline} item(s) to GSA electronically or manually!

-Store item(s) in a [convenient location]{.underline} for inspection!

\-[Work w/building manager]{.underline} to store & "show" items!

\-[Waive "reimbursement"]{.underline} (if any) to facilitate transfers!

-Use [GSA options]{.underline} if recycling or scrapping is needed!

These proactive steps will help to ensure a smooth and successful
project, as you'll be . . . *ready to move*!

**Every Picture Tells A Story**

"Picture yourself in a boat on a river with tangerine trees and
marmalade skies" -The Beatles

Whether in the concrete reference in the title of a Rod Stewart album or
the metaphorical fantasy of a John Lennon lyric, "pictures" can tell a
story to most people that help them absorb and comprehend data more
readily than under normal circumstances. Indeed, doctors for years have
told us that at least 75 percent of the people worldwide are visually
oriented and learn best by "seeing" things and retaining these images.
We at GSA subscribe to the age-old and practical concept that a "picture
is worth a thousand words," and whole-heartedly promote this view when
it comes to reporting excess property for disposal on GSAXcess®. Federal
agencies can add significantly to the chances that their items will be
disposed of successfully by adding pictures to their reports of excess
property. This means that agencies can help themselves and increase the
odds that the items they are reporting will be transferred to another
agency, donated to an eligible public or non-profit organization, or
sold to the general public---and thus [removed]{.underline} from their
control---by simply adding a photo or more for each item being reported
on GSAXcess®. In fact, the GSAXcess® system allows a reporting agency to
attach a single picture, or more, [at the time]{.underline} each item is
reported for disposal. The connection to this facet of the GSA inventory
system is readily available within the main *Report Property Menu* under
the first heading, "Create Report." Once you enter to complete your
disposal report, the "Upload Pictures" link appears [right
next]{.underline} to the "Item Control Number" assigned to the item
being disposed. As such, an agency can record simultaneously both the
excess item being reported and the picture or pictures (up to 12 are
allowed) associated with that respective property by using a jpg format.
*Recent changes now allow a user to access the picture link using his or
her [same]{.underline} GSAXcess® code; also, the system itself will
code, resize, and affix the uploaded pictures to the item control number
assigned to the property.* The system will add a suffix to the end of
each number ("A" through "M") to identify pictures. As an option,
agencies can send the pictures to <gsaxcess.pictures@gsa.gov>. What is
even better is the fact that agency personnel can contact the GSA Help
Desk at 866-333-7472 to get assistance, when needed, to accomplish these
tasks. That's real-time help with real-time pictures and a real keen
outlook to boot. By adding pictures, federal agencies can increase the
prospects of success for property disposal. While pictures are highly
recommended for items over \$5,000 in certain federal stock groups such
as those for ships/boats, motor vehicles, metal working machines,
construction equipment, material handling equipment, generators, and
medical equipment, agencies need not stop there. They can use the simple
logic that "seeing is believing" and complement all their item
descriptions with pictures to enhance their property disposals. There is
a nice image of success behind this practice, and it is a feature of
GSAXcess® that we hope agencies will see.

**WHAT THE AAC IS GOING ON?**

Okay! So it's not the best pun or play on words you have ever seen or
heard. But it's important! That's because the above acronym, AAC, is
short for *Activity Address Code* and it signifies a key 6-digit code
that is one of the most important but least understood codes used in the
federal government. It's the civilian version of the DODAAC used by the
Department of Defense (DoD) in its operations. The AAC is used for many
things, especially in acquisition management. When acquiring items, an
agency is required to identify the transaction by using a code (usually
the AAC) that ties the purchase to the agency, bureau, and location of
the office. Traditionally, the first two digits of the AAC identify the
agency itself---such as "12" for the Department of Agriculture or "14"
for Department of Interior. The third digit in the AAC usually indicates
the [region]{.underline} and the other three digits have other
connotations. GSA uses the AAC to help assign access codes to agencies
using GSAXcess® so they can account accurately for acquisitions
[and]{.underline} disposals. That's one AAC of a code! So, get the AAC
out of here and learn more about [your]{.underline} Activity Address
Code.

**[Customer Appreciation---For Property Management]{.underline}**

"Thank you for providing outstanding customer service support to our
organization. Keep up the good work."

\--National Park Service, Washington, DC

"Thanks for responding so quickly. This is great! It's a big load off
our shoulders. Now, we can move forward with our plans."

-Department of Energy, Idaho Falls, ID

"The GSA property program is good for morale . . . fast . . . and . . .
a real money saver."

> \- U.S. Marines, Honolulu, HI

Thank you for clarifying the excess and exchange-sales processes for us.
Your visit was a big help! Thanks, again.

-VAMC, Coatesville, PA

"We've really ramped up sales this year. All the GSA people have been
great. It's really nice working with such people."

> \- FEMA, Atlanta, GA
>
> \*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*

**Editor's Note:** *To the many readers who enjoy our publication and
take the time to express your opinions, we thank you for your time and
efforts---it is for your benefit that this newsletter is produced. With
this in mind, we have reverted to the original Word format for this and
future issues so that those readers, who may have missed out on our last
edition, can enjoy Disposition once more. - Bob*

*≡ **Disposition Newsletter** ≡ ** ***

Robert Kitsock, Editor, Hummelstown, PA

Phone: (717) 566-1064, Fax: (717) 566-1065

[**robert.kitsock@gsa.gov**](mailto:robert.kitsock@gsa.gov)