# Presentation: 723791

## PERSONAL PROPERTY

- Status Meeting
- Oct 2, 2008

## AGENDA

**AGENDA**

- Audit Calendar
- Unresolved Audit Issues
- Anticipated Projects by Line/Staff/Corp Office
- Project List
- (UPR) Unreconciled Payments Report

- FY 2008 Annual Physical Inventory
- Hand Receipt Policy
- Approval of ICR 10 &ICR 11
- Training-PC/CWIP
- Reports
- General Information
- Emergency Preparedness
- Miscellaneous

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

**AUDIT CALENDAR**_**[http://www.pps.noaa.gov/audit_calendar.html](http://www.pps.noaa.gov/audit_calendar.html)**_

| Date | Task | Whom
Responsible | To 
Whom |
| --- | --- | --- | --- |
| Sep 24 | Documentation due to the Property Office for any adds, deletes or changes during the month  | Line/Staff Property Managers | Personal Property |
| Oct 1 | Run Depreciation and Financial reports | Personal Property | N/A |
| Oct 2 | Depreciation and Financial reports due | Personal Property | Finance |

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

- Thomas C. Deckard / (301) 713-3530
- Thomas.C.Deckard@noaa.gov

- UNRESOLVEDAUDIT ISSUES **Please verify the following projects’ projected date of acceptance (PDA)**

- NOS
- Autonomous Underwater Vehicle-AUV
- Project Manager: Rob Downs
- PDA: April 2008
- Est. Cost: $3 million
- Location/Region: Unknown /Norfolk
- Comments a/o 10/1/08 – AUV was accepted in Aug. NOS is processing the paperwork. PPMB has paperwork and is waiting for  a catalog number from Sunflower help desk. Should be  processed before next meeting.
- Comments a/o 9/3/08 - Status is the same – No Change
- Comments: a/o 07/08/08 - AUV was received and are processing the acceptance paperwork

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

- Thomas C. Deckard / (301) 713-3530
- Thomas.C.Deckard@noaa.gov

- UNRESOLVEDAUDIT ISSUES **Please verify the following projects’ projected date of acceptance (PDA)**

- NOS
- Spectrometers (two) - (1) 700 MHz NMR and (1) 800MHz NMR (Nuclear Magnetic Resonance)
- Project Manager: Dr. Dan Bearden
- PDA: April 2008
- Est. Cost: $1.2 million each
- Location/Region: Hollings Marine Laboratory, NMR Facility,  Charleston, SC/Norfolk
- Comments a/o 10/01/08 –
- Dan rec’d Contract Mod where contractor is going to address outstanding issues. Contractor also requesting a 2 mth. extension to the contract (Dan working with Contracts on the extension on aproval/disapproval on the extension)
- Comments a/o 9/3/08
- Due to lack of progress on the vendors end a ‘cure date’ has been sent stating what is wrong and giving them a fix by date

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

- Thomas C. Deckard / (301) 713-3530
- Thomas.C.Deckard@noaa.gov

- UNRESOLVEDAUDIT ISSUES  **Please verify the following projects’ projected date of acceptance (PDA)**

- OMAO
- Ranier Hydro Launch Construction – FC84-CWIP
- Project Manager: Bob Wilmot
- PDA:  Aug 2008
- Est. Cost: $2.326 million
- Location/Region: Seattle
- Comments a/o 9/2
- Final 37-6 forwarded to Finance, Aug 18, 2008
- Comments: a/o 8/12
- Final 37-6 received by OMAO CFO 8/11/08 for signature. After 37-6 is signed it will be forwarded to Finance

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

- Thomas C. Deckard / (301) 713-3530
- Thomas.C.Deckard@noaa.gov

- UNRESOLVEDAUDIT ISSUES  **Please verify the following projects’ projected date of acceptance (PDA)**

- OMAO
- Okeanos Explorer
- Project Manager: Joe Bohr
- PDA:  Aug 2008
- Est. Cost: $29 million
- Location/Region: Norfolk/Unknown
- Comments: a/o 9/04
- Preliminary 37-6 was signed by OMAO CFO and forwarded to Finance on August 28, 2008.

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

- 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: Seattle/Boulder
- Comments a/o 10/01/08 – Kristin will have update at meeting
- Comments: a/o 09/04/08  – No Update
- Comments: a/o 8/12/08 – No Update
- Comments: a/o 07/08/08
- Marie is working with Bobby Kelly to determine value and complete paperwork. Bobby is working with vendor/contractor to determine original value.

**Notes:**
Email dated 1/26/07 from Bill Voitk to Brian requesting a meeting to determine what we need in supporting the values of the equipment. 
Email from Sheila Hensley dated 2/22/07 – has not received the contract yet.  She has contacted Bobby Kelley to see if has received it.
Spoke with Bill Voitk on 3/22/07 – Bill spent email to Sheila Hensley, Bobby Kelley, Lesilee Hart; they were going to research the modifications that are applicable Ejet components; once the modifications are identified, Bill Voitk was going to provide the modifications

This asset has been outstanding since September 2005.

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

- Thomas C. Deckard / (301) 713-3530
- Thomas.C.Deckard@noaa.gov

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

- Replacement Intermediate Frequency Distribution System
- Project Manager: Gregory Johnson
- PDA: October 2008
- Est. Cost: $1.3 million
- Location/Region: Wallops/Norfolk
- Comments: a/o 10/01/08 – On schedule for October
- Comments: a/o 09/15/08
- PDA  - October 2008: due to the additional firmware testing requirements
- Comments: a/o 08/27/08
- PDA  - September 2008

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

- Thomas C. Deckard / (301) 713-3530
- Thomas.C.Deckard@noaa.gov

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

- Internal Use Software Development
- Project Manager: Lynn Liogys
- PDA: Jan 09
- Est. Cost: 1.5 M
- Location/Region: Hqs
- Comments a/o 10/01/08 – PDA Jan 09 (This is the $1,430 currently on UPR for NOS for 2007)
- Comments a/o 9/3/08
- No update

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

- Thomas C. Deckard / (301) 713-3530
- Thomas.C.Deckard@noaa.gov

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

- NWS
- Upgrade to CLS/NLSC upgrade
- Project Manager: Michael Campbell
- PDA: Sept 08
- Est. Cost: >$500,000
- Location/Region: Kansas City/Norfolk
- Comments – a/o 10/1/08
- Jan is waiting update from Renita Strong
- Comments- a/o 09/04/08
- Anita has entered all but one barcode related to this project
- Comments- a/o 07/08/08
- 37-6 should have been provided to the PPMB staff
- Current est. completion date ‘Sept 08’

**Notes:**
Email from Joel Nathan to Jan Evans on 9/6/07 - I believe the NWRWAVES software is listed in error.  Here is what I wrote you last week:I don't know why Property would even be tracking NWRWAVES.  I think there is some misunderstanding about the NWRWAVES software.  It is not an independent piece of application software.  It is a subsystem in the AWIPS baseline software, just like GHG, WarnGen, RiverPro, etc.  Do any of these AWIPS baseline subsystems get accounted for separately or is it just rolled up into AWIPS as a whole? Thanks, Joel 

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

- Thomas C. Deckard / (301) 713-3530
- Thomas.C.Deckard@noaa.gov

- OAR PROJECTS **Please verify the following projects’ projected date of acceptance (PDA)**

- Raytheon Supercomputer
- Project Manager: Bobby Kelley
- PDA: Nov 08
- Est. Cost:  6,6 M (inc all components of system)
- Location/Region: Seattle/Boulder
- Comments a/o 10/01/08 – On schedule for Nov 08 PDA
- Comments: a/o 8/12/08
- Updates shown above (New PDA and Est Cost)-
- Comments: a/o 07/08/08
- The contract has been successfully modified to accept the original system.
- Contractor to prepare the letter of acceptance
- Contracting Specialist is working with the contractor to prepare the Lease Determination Worksheet (LDW)

## PROJECT LISTPlease verify the following projects’ projected date of acceptance (PDA)

- Thomas C. Deckard / (301) 713-3530
- Thomas.C.Deckard@noaa.gov

**PROJECT LIST****Please 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 was an audit emphasis in FY2008 and will be again in FY2009

**Notes:**
This is important to be responded to timely.  PPMB is trying to ensure a Unqualified KPMG Audit opinion.  LO/PMs need to be reminded to submit to the PPMB staff all major projects.  Not just those that believe to be CWIP.  When responding to PPMB, please include the following:  CWIP project, Non-CWIP Project numbers and the corresponding non-CWIP codes of the project.  Additionally, annotation if the project is CWIP or non-CWIP.  PMs should be asking their folks for all projects so that we ensure the money is being programmed in the right pot of money based on our Cap Policies and the CWIP/NONCWIP policies.  Important for the NOAA Financial Statements and that we are not under estimating our net worth.

## AUDIT INFORMATION

- Thomas C. Deckard / (301) 713-3530
- Thomas.C.Deckard@noaa.gov

**AUDIT INFORMATION**

- NOAA
- We will provide you the status of the current on-going Audits next month or sooner if possible.
- Current  On-Going Audits:
- NOAA - A-123
-  DOC - KPMG AUDIT

**Notes:**
This is important to be responded to timely.  PPMB is trying to ensure a Unqualified KPMG Audit opinion.  LO/PMs need to be reminded to submit to the PPMB staff all major projects.  Not just those that believe to be CWIP.  When responding to PPMB, please include the following:  CWIP project, Non-CWIP Project numbers and the corresponding non-CWIP codes of the project.  Additionally, annotation if the project is CWIP or non-CWIP.  PMs should be asking their folks for all projects so that we ensure the money is being programmed in the right pot of money based on our Cap Policies and the CWIP/NONCWIP policies.  Important for the NOAA Financial Statements and that we are not under estimating our net worth.

## UPR TRENDS

- Thomas C. Deckard / (301) 713-3530
- Thomas.C.Deckard@noaa.gov

**UPR TRENDS**

|  | FY 2007 |  | FY 2008 |  | Combined |  |
| --- | --- | --- | --- | --- | --- | --- |
|  |  Aug 28
 | Sept 26 |  Aug 28
 |  Sept 26 |  Aug 28 | Sept 26
 |
| TOTAL | 1,577.9 | 1,524.5 | 17,843.8 | 19,497.2 | 19,421.7 | 21,021.7 |
| AGO | 0 | 0 | 1.9 | 8.4 | 1.9 | 8.4 |
| CAO | 0 | 0 | 37.4 | 577.8 | 37.4 | 577.8 |
| CFO | 0 | 0 | 71.1 | 88.0 | 71.1 | 88.0 |
| CIO | 43.1 | 3.2 | 163.6 | 240.5 | 206.7 | 243.6 |
| GC | 0 | 0 | 13.9 | 12.5 | 13.9 | 12.5 |
| NESDIS | 0 | 0 | 1,018.4 | 1,003.0 | 1,018.4 | 1,003.0 |

- As of Sept 26, 2008	      	         In thousands (000s)

## UPR TRENDS (CONT) 

- UPR TRENDS (CONT)

|  | FY 2007 |  | FY 2008 |  | Combined |  |
| --- | --- | --- | --- | --- | --- | --- |
|  |  Aug 28 | Sept 26 |  Aug 28 | Sept 26 |  Aug 28 | Sept 26 |
| OMAO | 0 | 0 | 2,268.8 | 292.3 | 2,268.8 | 292.3 |
| NMFS | 87.9 | 74.5 | 1,167.6 | 1,621.7 | 1,255.5 | 1,696.1 |
| NOS | 1,430.6 | 1,430.6 | 9,644.3 | 10,120.1 | 11,074.9 | 11,550.7 |
| NWS | 11.8 | 11.8 | 2,622.0 | 4,644.3 | 2,633.8 | 4,656.1 |
| OAR | 0 | 0 | 830.4 | 878.7 | 830.4 | 878.7 |
| PPI | 1.4 | 1.4 | 0 | 0 | 1.4 | 1.4 |
| USAO | 3.1 | 3.1 | 1.9 | 9.9 | 5.0 | 13.1 |
| WFM | 0 | 0 | 2.4 | 0 | 2.4 | 0 |

- As of Sept 26, 2008			In thousands (000s)

- Thomas C. Deckard / (301) 713-3530
- Thomas.C.Deckard@noaa.gov

## AGED UPR(90 DAYS & OLDER) 

- Thomas C. Deckard / (301) 713-3530
- Thomas.C.Deckard@noaa.gov

**AGED UPR****(90 DAYS & OLDER)**

|  | FY 2007 |  | FY 2008 |  | Combined |  |
| --- | --- | --- | --- | --- | --- | --- |
|  |  Aug 28 | Sept 26 |  Aug 28 | Sept 26 |  Aug 28 | Sept 26 |
| TOTAL | 1,577.9 | 1,524.5 | 9,328.9 | 10,692.4 | 10,908.0 | 12,215.6 |
| AGO | 0 | 0 | .1 | 1.9 | .1 | 1.9 |
| CAO | 0 | 0 | 6.3 | 3.9 | 6.3 | 3.9 |
| CFO | 0 | 0 | 0 | 1.2 | 0 | 1.2 |
| CIO | 43.1 | 3.2 | 74.1 | 76.7 | 117.2 | 79.8 |
| GC | 0 | 0 | 4.0 | 5.5 | 4.0 | 5.5 |
| NESDIS | 0 | 0 | 33.8 | 3.8 | 33.8 | 3.8 |

- As of Sept 26, 2008			In thousands (000s)

## AGED UPR(90 DAYS & OLDER) 

- Thomas C. Deckard / (301) 713-3530
- Thomas.C.Deckard@noaa.gov

**AGED UPR****(90 DAYS & OLDER)**

|  | FY 2007 |  | FY 2008 |  | Combined |  |
| --- | --- | --- | --- | --- | --- | --- |
|  |  Aug 28 | Sept 26 |  Aug 28 | Sept 26 |  Aug 28 | Sept 26 |
| OMAO | 0 | 0 | 67.7 | 181.1 | 67.7 | 181.1 |
| NMFS | 87.9 | 74.5 | 362.4 | 277.7 | 450.4 | 352.2 |
| NOS | 1,430.6 | 1,430.6 | 6,924.5 | 8,086.2 | 8,355.0 | 9,516.7 |
| NWS | 11.8 | 11.8 | 1,725.9 | 1,732.1 | 1,737.7 | 1,743.9 |
| OAR | 0 | 0 | 128.2 | 319.3 | 128.2 | 319.3 |
| PPI/SP | 1.4 | 1.4 | 0 | 0 | 1.4 | 1.4 |
| USAO | 3.1 | 3.1 | 1.9 | 1.7 | 5.0 | 4.8 |
| WFM | 0 | 0 | 1.2 | 1.2 | 1.2 | 0 |

- As of Sept 26, 2008			In thousands (000s)

## FY 2008 ANNUAL PHYSICAL INVENTORY

**FY 2008 ANNUAL ****PHYSICAL INVENTORY**

| QTR | NORFOLK | BOULDER | SEATTLE | NCR |
| --- | --- | --- | --- | --- |
| First
(Oct – Dec) | WFMO
OCAO
OCIO
OCFO
AGO | WFMO
OCAO
OCIO
OCFO
AGO
OAR | WFMO
OCAO
OCIO
OCFO
AGO
OAR | WFMO
OCAO
OCIO
OCFO
AGO
OAR |
| Second
(Jan – Mar) | NESDIS
NMFS
NOS
OAR | NESDIS
NMFS
NOS
 | NMFS
NOS | NESDIS
NOS
NMFS |
| Third
(Apr – Jun) | NWS
OMAO
OGC | NWS
OMAO
OGC | NWS
OMAO
OGC
NESDIS | NWS
OMAO
OGC
USEC
PPI |
| Fourth
(Jul – Sep) |  |  |  |  |

- Thomas C. Deckard / (301) 713-3530
- Thomas.C.Deckard@noaa.gov

## FY 2008 ANNUAL PHYSICAL INVENTORY(OVERDUE)

- Thomas C. Deckard / (301) 713-3530
- Thomas.C.Deckard@noaa.gov

**FY 2008 ANNUAL ****PHYSICAL INVENTORY****(OVERDUE)**

## NOAA HAND RECEIPT POLICY

- Larry.M.Oates@noaa.gov

**NOAA HAND RECEIPT POLICY**

- DOC Personal Property Management Manual – Oct 2007
- All Personal Property will be assigned to an End-User
- End–Users will sign Hand Receipts for the Personal Property they are assigned.
- The Hand Receipts are subject to external and internal audits
- All of NOAA needs to be in compliance with the DOC Policy
- The new NOAA Hand Receipt Policy is located on the Personal Property Web Pages and will be a part of future inventory guidance

## NOAA HAND RECEIPT POLICY

- Larry.M.Oates@noaa.gov

**NOAA HAND RECEIPT POLICY**

- NOAA Implementation of DOC Hand Receipt Policy
- 	Phase 1
- NOAA will use the Sunflower  Current User  field to identify End-users
- Property Custodian will assign all Personal Property to the Current User in Sunflower
- Property not assigned to a Current User will be assigned to the Property Custodian
- PPMB will provide a report to the PMO reflecting the status of property not assigned to a Current User
- Completion date for Phase 1 is September 4, 2008

## NOAA HAND RECEIPT POLICY

- Larry.M.Oates@noaa.gov

**NOAA HAND RECEIPT POLICY**

- NOAA implementation Of DOC Hand Receipt Policy
- 	Phase 2
- NOAA will use the Sunflower  Review Campaign Base Assets with Resolution Information report  as the NOAA Hand Receipt
- Property Custodians will print the Review Campaign Base Assets with Resolution Information reports, and have each Current User initial the bottom of each page and sign at top of the total page by his or her name
- Property Custodians will retain the NOAA Hand Receipt for future audit
- Property Custodians will continue to use NOAA Form 37-40 for all new acquisitions that are not included on the Review Campaign Base Assets with Resolution Information
- Completion date for Phase 2 is November 6, 2008

## Corrective Action Plan

- Larry.M.Oates@noaa.gov

**Corrective Action Plan**

- Property Loan Agreements (PLA)
- Property Custodians should contact their servicing property office before entering into a loan agreement
- Form 37-19 (PLA) will be signed by the PMO and maintained by the accountable property custodian
- NOAA policy have been revised to reflect accountability for loaned personal property rests with each responsible Property Custodian

## PROPERTY OFFICIAL  CERTIFICATION PROGRAM

- The Department of Commerce Personal Property Management Manual, dated October, 2007, only recognizes Property Accountable Officers and Property Custodians as individuals who are Personal Property Officials.
-  The Department has just issued a revision to the Property Official Certification Program Manual (Revised Edition), dated July 24, 2008. This manual describes how the DOC has established this Property Official Certification Program to outline a comprehensive curriculum to systematically develop skill at performing delegated property management duties; define competency based training standards to ensure that property officials are provided with appropriate training; and to prescribe the procedures for Property Official certification, appointment, and cancellation of Property Official delegations. The purpose of this Property Official Certification Program is to create a results oriented property official workforce focused on partnering, performance, quality, and accountability that ensures entrusted resources are used and managed wisely throughout all phases of the property life cycle.

- Thomas C. Deckard / (301) 713-3530
- Thomas.C.Deckard@noaa.gov

## PROPERTY OFFICIAL  CERTIFICATION PROGRAM

-    h_[ttp://www.pps.noaa.gov/Property_Official_Certification_Program_Manual.pdf](http://www.pps.noaa.gov/Property_Official_Certification_Program_Manual.pdf)_
-  Those that are appointed as a Property Custodian by their Property Accountable Officer are the _**only**_ individuals who can make _**direct**_ asset changes to the property within their own assigned account. Property Custodians have the ability to assign Users and change User/ Location of inventory assets of that are assigned to their own account.
- In an effort to make NOAA compliant with Departmental directives, several changes have occurred:
- 1. All current NOAA assets now have the Property Custodian's name in the Property Contact field in Sunflower. This is the result of NOAA informing the Department on 7/31/2008 that its Personal Property hierarchy consisted of the Property Management Officer, Property Accountability Officers, and Property Custodians.
-  2. All NOAA assets that did not have a Current User assigned should now have the Property Custodian's name listed in the Sunflower Current User field. Property Custodians may go in and replace their name with a Current User at any time.

- Thomas C. Deckard / (301) 713-3530
- Thomas.C.Deckard@noaa.gov

## PROPERTY OFFICIAL  CERTIFICATION PROGRAM

- Only the Property Custodian (and only for assets assigned to them) can                  update Current User assignments in the HTML Transaction Pages of Sunflower. Property Custodians need to remember that these changes take place immediately and do not require a Personal PMB staff member to accept these changes.
- 4.  Any other Sunflower user, that wants to add or change a Current User assignment, must submit a Change Asset Detail request. Mr. Larry Oates, PPMB, will seek confirmation from the Property Custodian before accepting these requests.
-  5. All NOAA Sunflower users have the ability to use the NOAA-specific CD-50/52 form to Create an Asset, request a Change Asset Detail, create a Final Event request, and initiate an Excess Receival request. These are requests that must be reviewed by PPMB personnel following their prescribed processes.
- If there are any questions about how Property Custodians are appointed, paragraphs 6.2-3 of the  Department of Commerce Prop
- Property Official Certification Program Manual (Revised Edition), dated  July 24, 2008, outlines the nomination process.

- Thomas C. Deckard / (301) 713-3530
- Thomas.C.Deckard@noaa.gov

## PROPERTY OFFICIAL  CERTIFICATION PROGRAM

- 6.2 The Head of an Operating Unit will nominate competent PMOs and PMOs will nominate competent PAOs, and PAOs will nominate PC candidates to the DPMO for certification. This nomination will include evidence that (1) property management is included in the nominee’s performance plan and (2) the nominee successfully completed training as outlined in Section 4.3 - Required Training section. Training taken within the past three years may be counted toward these training requirements, if the DPMO is satisfied that the course content satisfies the subject matter.
- 6.3 Appointment. The Property Officials appointment must be officially recorded with a memorandum. In addition:
- a. Once the DPMO has certified a Property Official as eligible, the appointment is formalized by issuing a Certificate of Eligibility; and
- b. The Property Official shall maintain a copy of their appointment memorandum, certificate of eligibility, and training completion certificates on-hand.
- For more information on the responsibilities of Property Custodians, see _[http://www.pps.noaa.gov/New_menu/propcust.htm](http://www.pps.noaa.gov/New_menu/propcust.htm)_
-  For information on how to get mandatory Property Custodian training, see _[http://www.osec.doc.gov/oas/ppmd/ppmd/pc-training.htm](http://www.osec.doc.gov/oas/ppmd/ppmd/pc-training.htm)_

- Thomas C. Deckard / (301) 713-3530
- Thomas.C.Deckard@noaa.gov

## Sunflower EnhancementsICR 10 and ICR 11Approved

- ICR 10: Make “User” field mandatory in all areas for Inventory assets including CD-50/CD-52 forms (“User Identifier” field) and the HTML Transaction Pages.
- ICR 11: Validated and predefined database driven list of values (LOV) that ensures there is no asset added to the system incorrectly.  LOV has been added to CD-50/CD-52 and Edit Interface screen for users to select a valid Manufacturer/Model combination.

- Thomas C. Deckard / (301) 713-3530
- Thomas.C.Deckard@noaa.gov

## TRAINING

**TRAINING**

- Per the Department of Commerce, Property Official Certification Manual, dated July 2008, Section 4.4 Continuation of Certification Training, “The Property Official Certification is good for as long as the employee is performing the duties”. (New)The initial certification is good for two years, and eight classroom hours of refresher training annually thereafter –
- DOC training requirement still exists for new PAOs and PCs
- Must be completed within 30 days of PAO and PC delegation
- Copies of the Certificates of Completion should be sent to Tom Deckard (Fax 301-713-2300 or Email w/attachment)
- Waiting response from DOC on request from PPMB to honor PPMB personnel who are certified as ‘Certified Personal Property Manager’ (CPPM) to use their presentation/training as  refresher training (Being reviewed as of 9/5/08)

- Thomas C. Deckard / (301) 713-3530
- Thomas.C.Deckard@noaa.gov

## TRAINING (CONT)TRAINING OPPORTUNITIES

**TRAINING (CONT)****TRAINING OPPORTUNITIES**

**Note: **DOC Commerce Learning Center questions about log in, access or anything about launching training courses, should be directed to the following contacts below or you can visit their website at:  _[http://learning.doc.gov/index.htm](http://learning.doc.gov/index.htm)_
**Technical Issues**NOAA Primary Administrator - Maria C. Krug _[Maria.C.Krug@noaa.gov](mailto:Maria.C.Krug@noaa.gov)_ (301) 665-3766Secondary - Michael J. Shyavitz _[Michael.J.Shyavitz@noaa.gov](mailto:Michael.J.Shyavitz@noaa.gov)_ (301) 713-4477 x143
**Training Issues**IVY Washington _[Ivy.M.Washington@noaa.gov](mailto:Ivy.M.Washington@noaa.gov)_ (301) 713-6368
**Commerce Learning Center**NOAA PAO/PC Sunflower Captivate Training for DOC Personal Property Officials **(NEW!! 09-02-08)**
**	**4.5 Sunflower User’s Guide** (NEW!! Updated: 05-19-08) **
- 	On-Line CWIP Training - Link to page containing instruction about how to take advantage of the training being offered on NOAA's CWIP Training Web Site for Property Accountability Officers.
- 	NOAA Executive Training Manual (pdf) - a PDF file which was developed for NOAA's Upper Management to give them basic understanding of the major issues concerning management of personal property at NOAA. This is the manual that was created to accompany the on-line PAO Training course.

- Thomas C. Deckard / (301) 713-3530
- Thomas.C.Deckard@noaa.gov

## TRAINING (CONT)TRAINING OPPORTUNITIES

**TRAINING (CONT)****TRAINING OPPORTUNITIES**

- 	Government Ethics - This is a 1 hour interactive course with questions. The Department of Commerce requires that all Property Custodians must complete ethics training each year by November 30. You must first log in to e-Learning if you are going to register to take this course. Then go to the Catalog and search on “ethics”. Select the Government Ethics course. Upon successful completion of the course, print out the 'Certificate of Completion' and retain for possible future inquiries.
- 	2007 Corrective Action Plan #24 – NOAA Acquisition and Grants Training
- 	Proper Use of Object Class Codes, June 17, 2008
-  **Property Official Certification - Training (Mandatory) (01/23/08)**Required Personal Property Critical ElementsProperty Official Certification Program
- 	Commerce Learning Center
**Performance Management: The Two-Level System (Pass/Fail**
**CWIP Training **- PowerPoint slide presentations presented June 23, 2006
- 	CWIP Theory and Accounting - Reporting CWIP. Presented by Nicholas Bayer, Financial Statements Branch.
- 	CWIP Processing Flow and Responsibilities (pdf) -  PDF file which shows the process flow and associated responsibilities of the CWIP stakeholders in the processing of CWIP costs.

- Thomas C. Deckard / (301) 713-3530
- Thomas.C.Deckard@noaa.gov

## PAO/PC ETHICS TRAINING

- Thomas C. Deckard / (301) 713-3530
- Thomas.C.Deckard@noaa.gov

**PAO/PC ETHICS ****TRAINING**

- Required every year with the exception of initial training
- Checking with DOC on required date for completion.
- Spreadsheet indicating those who need training (PC and Ethics) have been distributed in July and redistributed in Aug and Sept
- Please provide ‘Certificates of Completion’ to me for credit and Audit purposes
- Status to date: 10/01/08
- PAO – Ethics 48.3% - Sunflower  17.8%
- PC – Ethics  43.8% - Sunflower  25.4%
- Status:  9/04/08
- PAO – Ethics 44.7% - Sunflower  3.3%
- PC – Ethics 31.4% - Sunflower 4.1%
- Email reminders were sent to PMs 8/27/08 and 9/23/08

## SEPT REPORTS

- Thomas C. Deckard / (301) 713-3530
- Thomas.C.Deckard@noaa.gov

**SEPT REPORTS**

- Financial Reports
- Submitted:  Sept 17 & OCT 2 (QTR 5TH)
- 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:
- Western Region: Michelle Ross
- Eastern Region: Miguel Rodriquez

## REPORTING SCHEDULE

- Thomas C. Deckard / (301) 713-3530
- Thomas.C.Deckard@noaa.gov

**REPORTING SCHEDULE**

- 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.
- 		 	Oct 11 -  17, 2008
- 			Nov 11 – 17, 2008

## GENERAL INFORMATIONEMERGENCY PREPAREDNESS

- Thomas C. Deckard / (301) 713-3530
- Thomas.C.Deckard@noaa.gov

**GENERAL INFORMATION****EMERGENCY PREPAREDNESS**

- Be prepared for upcoming hurricanes and be vigilant of where your property is before and after if affected
- Point of Contact are the PMs
- Be prepared to access damage and account for all property
- Run reports before and after
- Include vehicles, computers, laptops, PDAs

## GENERAL INFORMATION

- Thomas C. Deckard / (301) 713-3530
- Thomas.C.Deckard@noaa.gov

**GENERAL INFORMATION**

- Review of CWIP documentation
- Line Office responsibility
- Signed CD509 & 37-6 (6/2008 edition)
- Required for CWIP entries
- Supporting documentation maintained by Project/Activity Manager
- Property Custodians should not capitalize assets into Sunflower edit interface
- Recommend to clients to purchase scanners for adding documents into Sunflower
- Notify clients to put PPMB ‘Capital’ the type of request in subject line of any catalog request. This will be a priority for the Sunflower help desk
- Clients need to utilize the Catalog forms to request cataloging, locations and new employee adds.
- Use the correct Object Class Code for leased copiers (23-34) not 31-20 0r 31-23

## Do you have any questions or comments?

## What are your agenda items for our next meeting

Date, time and location for next meeting
		November 6, 2008 @ 11:00 a.m.
	  SSMC4 – Room 8150

- What are your agenda items for our next meeting
- Date, time and location for next meeting
- 		November 6, 2008 @ 11:00 a.m.
- 	  SSMC4 – Room 8150

## PROPERTY MANAGERS

- Thomas C. Deckard / (301) 713-3530
- Thomas.C.Deckard@noaa.gov

**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 NOAA’s Personal Property Management Branch (PPMB) personnel.
- Ensure that purchases of accountable personal property are reported to NOAA’s PPMB.

## PROPERTY MANAGERS(CONT)

- Thomas C. Deckard / (301) 713-3530
- Thomas.C.Deckard@noaa.gov

**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.

## PROPERTY MANAGERS(cont)

- Thomas C. Deckard / (301) 713-3530
- Thomas.C.Deckard@noaa.gov

**PROPERTY MANAGERS****(cont)**

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

- Jeanette McDonald, OMAO
- Carol Ciufolo, NMFS
- Sloane Strother, NOS
- Jan Evans, NWS
- Marie Covard, OAR
- 	(Maternity Leave)
- Todd Stiles, USAO
- Linda Adkins, WFM

## PROPERTY MANAGERS (cont.)

- Thomas C. Deckard / (301) 713-3530
- Thomas.C.Deckard@noaa.gov

- PROPERTY MANAGERS (cont.)

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

- TBD -OMAO
- Rhonda Perry Burgess, NMFS
- Georgeann Stansbury, NOS
- Yvette Garnett-Singleton, NWS
- Kristin Brandenberg, OAR
- Danyale Little, USAO
- Maria Buie, WFM

## HEADQUARTERS CONTACTS

- Thomas C. Deckard / (301) 713-3530
- Thomas.C.Deckard@noaa.gov

**HEADQUARTERS ****CONTACTS**

- 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
- Chief Cataloger
- DOC
- Collection-type Heritage Assets
- Lynette Joynes
- Nationwide Inventory Coordinator
- Bureau Reporting
- Special Boards of review
- Larry Oates

- Eastern Hub
- Miguel Rodriquez - Team Lead
- Robin MacMillan
- Doreen Kaduri-Porter
- Kenneth Morrow
- Melissa Nelson
- Holly Turri
- Rocelyn Ancheta-Ocampo
- Anne Marquez (Webmaster)
- Western Hub
- Michelle Ross - Team Lead
- Sheila Hensley
- Lisa Duszynski
- Carisa Moncrief
- Ryland Pine
- Dominic Blakey**  **