# Presentation: 669235

## PERSONAL PROPERTY

- Status Meeting
- September 7, 2006

## AGENDA

- Audit Calendar
- Unresolved Audit Issues
- Anticipated Projects by Line/Staff Office
- Matrix of Missing Documentation

- Unreconciled Payments Report (UPR)
- Inventory
- Training
- Reports
- General Information
- FOIA Requests
- C-Request
- CWIP vs Non-CWIP
- CWIP Follow ups

## AUDIT CALENDARhttp://www.pps.noaa.gov/audit_calendar.html

| Date | Task | Whom Responsible | To 
Whom |
| --- | --- | --- | --- |
| Sept. 14 | Run depreciation reports for September | Personal Property | n/a |
| Sept. 19 | Financial reports due | Personal Property | Finance |
| Sept. 25 | Documentation due to the Property Office for any adds, deletes or changes  | Line/Staff Property Managers | Personal Property |
| Oct. 2 | Run depreciation for 5th quarter | Personal Property | n/a |
| Oct. 4 | 5th quarter financial reports due | Personal Property | Finance |

## DOCUMENTATION

- Timely submission of documentation to the Property Office is _critical_
- Especially since we have less than _**one month**_ until the end of the fiscal year

## UNRESOLVEDAUDIT ISSUES Please verify the following projects’ projected date of acceptance (PDA) 

- NESDIS
- DCS Auto Process System (Accountable Property??)
- Project Manager: Charles Bryant
- PDA: FY 2006

## UNRESOLVEDAUDIT ISSUES (cont.)Please verify the following projects’ projected date of acceptance (PDA)

- NWS
- NWS Radio Transmitters – Donated
- Received all but 6
- Project Manager: Mark Paese
- PDA: March 31, 2006

## UNRESOLVEDAUDIT ISSUES (cont.)Please verify the following projects’ projected date of acceptance (PDA)

- NMAO
- MacArthur Transfer
- Project Manager: CDR Michele Bullock
- PDA: June 2006 – Congress authorized to proceed with transfer to Utrok Atoll for $75K
- Delayed because of fire in Seattle
- UTROK toured the ship and will accept with minor damage
- Currently DOC is working the legal transfer issues
- NMAO
- Sale Of Turbo Commander
- Project Manager:
- PDA: Feb 2006

## UNRESOLVEDAUDIT ISSUES (cont.)Please verify the following projects’ projected date of acceptance (PDA)

- OAR
- Components of eJet  (Boulder)
- Project Manager: Bobby Kelly
- PDA: February 2005
- Documentation Required

## CAO PROJECTSPlease verify the following projects’ projected date of acceptance (PDA)

- Upgrade to CLS (Consolidated Logistics System)
- Project Manager: Michael Campbell
- PDA:
- Is there anything else?

## NESDIS PROJECTSPlease verify the following projects’ projected date of acceptance (PDA)

- 13 M Antenna Control System
- Project Manager:
- PDA:
- 14.2 M Antenna Control System
- Project Manager:
- PDA:
- CLASS (Comprehensive Large Array-data Stewardship System)-(Next Milestone)
- Project Manager:
- PDA:

## NESDIS PROJECTSPlease verify the following projects’ projected date of acceptance (PDA)

- Critical Single Points of Failure
- Project Manager:
- PDA: December 2006
- GOES Ground Projects
- Project Manager:
- PDA: December 2006
- GOES-N
- Project Manager:
- PDA: January 2007

## NESDIS PROJECTSPlease verify the following projects’ projected date of acceptance (PDA)

- LRIT (Low Rate Information Transmission)
- Project Manager:
- PDA: 1st Qtr 2007
- EMWIN (Emergency Manager Weather Information Network)
- Project Manager:
- PDA: October 2006
- LUT (Local User Terminal)
- Project Manager:
- PDA: FY 2007

## NESDIS PROJECTSPlease verify the following projects’ projected date of acceptance (PDA)

- METOP (METeorological OPerational)
- Project Manager:
- PDA: FY 2007
- N/O/P/Q SSGS Modifications (Ground System Modifications for Satellites
- Project Manager: Keith McKenzie
- PDA: 2nd Qtr 2007
- NSOF (NOAA Satellite Operations Facility) Antenna Systems
- Project Manager:
- PDA: December 2006

## NESDIS PROJECTSPlease verify the following projects’ projected date of acceptance (PDA)

- NSOF Network Core
- Project Manager:
- PDA: 1st Qtr 2007
- Solid State GOES Transmit (GSD)
- Project Manager:
- PDA: April 2007
- Svalbard System
- Project Manager:
- PDA: 1st Qtr 2007
**Is there anything else?**

## NMAO PROJECTS Please verify the following projects’ projected date of acceptance (PDA)

- Twin Otter Aircraft
- Project Manager: Michelle Fynn/Julie Robertson
- PDA: August/September 2006
- Contract was signed on 8/31/2006 but NMAO will not take possession till Jan/Feb 2007
- Sonar for Long Range Fishery Vessel
- Project Manager: Michael Webb
- PDA: October 2006 ??
- SWATH (Small Waterplane Twin Hull Vessel)
- Project Manager: Joseph Bohr
- PDA: June 2007

## NMAO PROJECTS Please verify the following projects’ projected date of acceptance (PDA)

- Required Safety and Regulatory Upgrades (Aircraft)
- Project Manager: Jeff Smith
- PDA: December 2006
- WP-3D Navigation Upgrade
- Project Manager: Jeff Smith
- PDA: FY 2007
- Capable (Vessel)
- Project Manager:
- PDA: August 2007

## NMAO PROJECTS Please verify the following projects’ projected date of acceptance (PDA).

- Fisheries Survey Vessel #3
- Project Manager:
- PDA: September 2007
- Henry Bigelow
- Project Manager:
- PDA: October/November 2006
- McArthur II (Feb), N Foster (Apr), Sette (Apr) Upgrades
- Project Manager:
- PDA: FY 2007

## NMAO PROJECTS Please verify the following projects’ projected date of acceptance (PDA)

- G- IV Instrument Upgrades
- Project Manager: Ellen Herrburger
- PDA: September 2007
**Is there anything else?**

## NMFS PROJECTSPlease verify the following projects’ projected date of acceptance (PDA)

- NE Fisheries Info Mgmt System
- Project Manager:
- PDA: 2/28/2007
**Is there anything else?**

## NOS PROJECTSPlease verify the following projects’ projected date of acceptance (PDA)

- ADCAT Software
- Project Manager: Dennis Hoar
- PDA: September 2006
- Auto Hydro Survey Vessel
- Project Manager:
- PDA: September 2007
**Is there anything else?**

## NWS PROJECTSPlease verify the following projects’ projected date of acceptance (PDA)

- IBM Computer Lease
- Project Manager: Cathy Joseph
- PDA: September 2006
- Uninterruptible Power Supply (UPS) for NWS Telecommunication Gateway (NWSTG)
- Project Manager: William Johnson
- PDA: September 2006
- Wind Profilers Upgrade
- Project Manager:
- PDA: FY 2007

## NWS PROJECTS (CONT)Please verify the following projects’ projected date of acceptance (PDA)

- Air Handling Replacement NWSTG
- Project Manager: William Johnson
- PDA: Sept/Oct 2006
- ORDA (Open-systems Radar Data Acquisition) Hardware
- Project Manager: CeCe Hennigh
- PDA: September 25, 2006
**Is there anything else?**

## MATRIX OF MISSING DOCUMENTATION

- The following Line/Staff Offices have documentation due to the Property Office:
- NOS
- CD0001478914: Missing CD-509                 *(3 months old)*

## MATRIX OF MISSING DOCUMENTATION (cont.)

- NWS
- CD0001461661: Missing invoices                *(2 months old)*
- CD0000657543: Missing Program Manager’s signature on NOAA 37-6 *(new)*
- CD0000509658: Missing Program Manager’s signature on NOAA 37-06; question regarding location – Brookhaven or Upton, NY? *(new)*

## MATRIX OF MISSING DOCUMENTATION (cont.)

- NWS (cont.)
- CD0001074199: Question regarding location – Fort Smith or Tulsa, OK? *(new)*
- CD0001462505, CD0001462024, CD0001283790, and CD0001461716: Depreciation accounting in Sunflower does not agree to NOAA 37-6 *(new)*

## UPR TRENDS

|  | FY 2005 |  | FY 2006 |  | Combined |  |
| --- | --- | --- | --- | --- | --- | --- |
|  | July 28 | Sept 1 | July 28 | Sept 1 | July 28 | Sept 1 |
| TOTAL | 207 | 200 | 3,087 | 2,656 | 3,294 | 2,856 |
| AGO | 0 | 0 | 3 | 1 | 3 | 1 |
| CAO | 0 | 0 | 509 | 197 | 509 | 197 |
| CFO | 0 | 0 | 0 | 430 | 0 | 430 |
| CIO | 0 | 0 | 0 | .3 | 0 | .3 |
| GC | 3 | 0 | 6 | 7 | 9 | 7 |
| NESDIS | 0 | 0 | 51 | 117 | 51 | 117 |

- In thousands (000s)

## UPR TRENDS (cont.) 

|  | FY 2005 |  | FY 2006 |  |  | Combined |  |
| --- | --- | --- | --- | --- | --- | --- | --- |
|  | July 28 | Sept 1 | July 28 | Sept 1 | July 28 |  | Sept 1 |
| NMAO | 0 | 0 | 295 | 525 | 295 |  | 525 |
| NMFS | 5 | 0 | 590 | 333 | 595 |  | 333 |
| NOS | 176 | 177 | 632 | 213 | 808 |  | 390 |
| NWS | 0 | 0 | 464 | 361 | 464 |  | 361 |
| OAR | 23 | 23 | 534 | 466 | 557 |  | 489 |
| USAO | 0 | 0 | 3 | .4 | 3 |  | .4 |
| WFM | 0 | 0 | 0 | 5 | 0 |  | 5 |

- In thousands (000s)

## AGED UPR(90 DAYS & OLDER)

|  | FY 2005 | FY 2006 | Total 90 Days & Older UPR |
| --- | --- | --- | --- |
| TOTAL | 200 | 322 | 522 |
| AGO | 0 | 0 | 0 |
| CAO | 0 | 183 | 183 |
| CFO | 0 | 0 | 0 |
| CIO | 0 | 0 | 0 |
| GC | 0 | 4 | 4 |
| NESDIS | 0 | 0 | 0 |

- In thousands (000s)

## AGED UPR (cont.)(90 DAYS & OLDER)

|  | FY 2005 | FY 2006 | Total 90 Days & Older UPR |
| --- | --- | --- | --- |
| NMAO | 0 | 61 | 61 |
| NMFS | 0 | 8 | 8 |
| NOS | 177 | 33 | 210 |
| NWS | 0 | 2 | 2 |
| OAR | 23 | 31 | 54 |
| USAO | 0 | 0 | 0 |
| WFM | 0 | 0 | 0 |

- In thousands (000s)

## FY 2007 INVENTORYSCHEDULE

- Annual Physical Inventory

| Quarter | Norfolk | Kansas City | Boulder | Seattle | Natl. Capital Region |
| --- | --- | --- | --- | --- | --- |
| First | AGO     NMFS  OCAO  OCFO OCIO    WFMO | AGO       NLSC NMFS     OAR OCAO    OCFO  OCIO      WFMO | AGO    OCAO  OCFO  OCIO
OIG       WFMO

 | AGO     OAR
OCAO   OCFO
OCIO     OIG
NMFS    WFMO  | AGO    OAR OCAO OCFO
OCIO  WFMO
 |
| Second | NESDIS
NOS | NESDIS
NOS | NESDIS
OAR | NESDIS
NOS | NESDIS
NOS |
| Third | NWS  NMAO OAR  OGC | NMAO  NRC(NWS)
NWS      OGC | NWS | OGC    NWS
NMAO
 | OGC    PPI NMAO NMFS
NWS    USEC |
| Fourth | BIS | BIS | BIS | BIS |  |

## FY 2006 INVENTORY OVERDUE

- NESDIS (2nd Qtr)
- 2 Headquarters
- NMFS (3rd QTR)
- 4 Headquarters
- NWS (3rd QTR)
- 1 Headquarters

## FY 2006  CAPITALIZED INVENTORY  OVERDUE

- CAO
- 1 Kansas City
- Nancy King
- CFO
- 1 Kansas City
- Auke Hart
- NMAO
- 1 Kansas City
- Kenneth Santamaria

- NWS
- 2 Headquarters
- Alan Lackas
- Darryl Modracek
- 2 Kansas City
- Arden Berge
- Boris Taubvurtzel

- Emails sent to the HQS PC & PM on 7/03/2006
- Emails sent to the HQS PC & PM on 7/25/2006

## PROPERTY ACCOUNTABILITY OFFICERS (PAO) REQUIRING TRAINING

- NMFS
- Herbert Kaufman
- Garry Mayer
- Scott Nichols
- Churchill Grimes
- Willis Hobart
- Norman Mendes

- Emails sent to the PAO and PM on 07/03/056
- Emails sent to the PAO and PM on 07/24/06

-   NOS
-  Daniel Basta
-  Rolin Meyer

## PROPERTY CUSTODIAN (PC) TRAINING

- e-Learning:
- Sunflower Training Course –
- link has been established and is available on the e-Learning Website
- _[http://e-learning.doc.gov/noaa/index.cfm](http://e-learning.doc.gov/noaa/index.cfm)_
- Access through e-Learning

## AUGUST REPORTS

- Financial Reports
- Submitted August 17th

## General Information

- WTOP and Congressional FOIA Requests
- Definition of PII (Personal Identifiable Information)
- Any information about an individual maintained by an agency, including, but not limited to [a individual’s] education, financial transactions, medical history, and criminal or employment history and information which can be used to distinguish or trace an individual’s identity, such as their name, social security number, date and place of birth, mother’s maiden name, biometric records, etc., including any other personal information which is linked or linkable to an individual.

## General Information (Cont)

- WTOP and Congressional FOIA Requests
- Reporting Commitment
- To the Deputy Under Secretary for Oceans and Atmosphere, Assistant Administrators and Deputy Assistant Administrators provide a monthly report detailing NOAA’s progress on information encryption, as well as the number of items reported missing, number recovered, etc.

## General Information (Cont)

- Change of Procedures for reviewing CD435/ Purchase Requisitions
- Effective October 16th with the implementation of C-Request,  Personal Property will no longer review CD 435’s and Purchase Requisitions

## General Information (Cont)

- CWIP vs Non-CWIP-_[http://www.pps.noaa.gov/](http://www.pps.noaa.gov/)_
- CWIP includes:
- Constructed Capitalized Property as recorded on Form 37-6
- All costs required to get it ready to be placed in service
- Life-extending upgrade
- Non-CWIP includes:
- Purchased Capitalized Property
- Non-capitalized Property
- Maintenance or repair
- Follow-on training

## General Information (Cont)

- CWIP Follow-Ups:
- Jan Evans
- Follow up on (4) ORDA Form 37-6’s that have not been returned to Nick Bayer
- Nick Bayer provided the Form 37-6’s to the Property Office on June 12, 2006
- Jeanette McDonald
- Follow up with John Fallin, Melinda Howell and Mark Ekman on 37-6’s for (3) CWIP items (Multibeam, Bow Thruster and A Frame)
- Form 37-6’s needs to be forwarded to Nick Bayer to be entered into CBS

## General Information (Cont)

- SUNFLOWER UPDATE:
- Sunflower Asset Management System will upgraded to version 4.5 effective Monday, September 11, 2006

## What are your questions or comments?

## What are your agenda items for our next meeting?

Date, time and location for next meeting
October 12, 2006 @ 11:00 a.m.
	  SSMC4 - Rm 8150

- Date, time and location for next meeting
- October 12, 2006 @ 11:00 a.m.
- 	  SSMC4 - Rm 8150

## HEADQUARTERS CONTACTS

- NOAA Research (OAR)
- Ryland Pine
- NESDIS
- Holly E. Turri
- Ryland Pine
- NOAA Weather & Climate (NWS)
- Doreen A. Kaduri
- NOAA Fisheries (NMFS)
- Dominic Blakey

- NOAA Marine & Aviation Operations (NMAO)
- Jennifer Foster
- NOAA Ocean Service (NOS)
- Melissa Nelson
- NOAA Staff Offices (AGO, CAO, CIO, CFO, USAO, WFM)
- Jennifer Foster

## HEADQUARTERS CONTACTS (cont.)

- Branch Chief
- Jon Pinner
- Audit Leads
- Brian Mason
- Tom Deckard
- Support
- Paul Myers
- Ann Marquez
- Heritage Assets
- Lynette Joynes
- Inventory
- Larry Oates
- Ryland Pine

- Norfolk
- Anita Holley, Acting Branch Chief (RPM)
- Robin MacMillan (RPAM)
- Boulder
- Rudy Nunez (RPM)
- Sheila Hensley (RPAM)
- Kansas City
- Anthony Harrison, Branch Chief
- Seattle
- David Petre, Branch Chief
- Elizabeth Valezona (RPM)
- Kim Hutchinson (RPAM)

## PROPERTY MANAGERS

- The following people have been identified:
- Carol Christian, AGO
- Judy Mickens, CAO
- Randy Hill, CIO
- Barbara Beasley, CFO
- Regina Jackson, GC
- Bernadette Foreman, NESDIS

- Jeanette McDonald, NMAO
- Robert Ziobro, NMFS
- Sloane Strother, NOS
- Jan Evans, NWS
- Deborah Martin, OAR
- Jonathan Bailey,                          USAO
- Linda Adkins, WFM

## PROPERTY MANAGERS (cont.)

**ALTERNATES**
- Denise Tyler-Littleford, AGO
- Cynthia Burley, CAO
- Gail Perry, CFO
- Kathy Stowe, CIO
- Thornette Johnson, GC
-                               NESDIS
- Sheila Foster, NWS

- Millie Ingels, NMAO
- Rhonda Perry, NMFS
-                              NOS
- Mary Manoogian, OAR
- Kathy Lewis, USAO
- Michelle Masias, WFM