# Presentation: 658344

## PERSONAL PROPERTY

- Status Meeting
- October 12, 2006

## AGENDA

- Audit Calendar
- Unresolved Audit Issues
- Anticipated Projects by Line/Staff Office
- Matrix of Missing Documentation
- Unreconciled Payments Report (UPR)
- Annual Inventory - FY07

- Training
- Reports
- General Information
- Separation of Duties
- Object Class Codes
- Change of Property Custodians
- Property Accountability and Security
- 37-40 Hand Receipt
- New DoC Reports

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

| Date | Task | Whom Responsible | To 
Whom |
| --- | --- | --- | --- |
| Oct. 16 | Run depreciation reports for October | Personal Property | n/a |
| Oct. 19 | Financial reports due | Personal Property | Finance |
| Oct. 27 | Audit field work ends at the Bureau level |  |  |
| Nov. 6 | Documentation due to the Property Office for any adds, deletes or changes  | Line/Staff Property Managers | Personal Property |

## DOCUMENTATION

- Timely submission of documentation to the Property Office is _critical_

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

- NWS
- NWS Radio Transmitters – Donated
- Received all but 5
- Project Manager: Mark Paese
- PDA: March 31, 2006
- Est. Cost:

## 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
- Est. Cost:

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

- 13 M Antenna Control System
- Project Manager:
- PDA:
- Est. Cost:  $210K
- 14.2 M Antenna Control System
- Project Manager:
- PDA:
- Est. Cost: $500K

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

- Critical Single Points of Failure
- Project Manager:  Chung Wu
- PDA: December 2006
- Est. Cost: $6.6 million
- GOES Ground Projects
- Project Manager:  Warren Dorsey
- PDA: December 2006
- Est. Cost: $8 million

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

- LRIT (Low Rate Information Transmission)
- Project Manager:
- PDA: 1st Qtr 2007
- Est. Cost:
- EMWIN (Emergency Manager Weather Information Network)
- Project Manager:  Warren Dorsey
- PDA: October 2006
- Est. Cost:  $1.5 million

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

- NSOF (NOAA Satellite Operations Facility) Antenna Systems
- Project Manager:  Warren Dorsey
- PDA: December 2006
- Est. Cost:  $8 million
- NSOF Network Core
- Project Manager:
- PDA: 1st Qtr 2007
- Est. Cost:  $1 million

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

- Svalbard System
- Project Manager:  Col. Dan Stockton
- PDA: 1st Qtr 2007
- Est. Cost:  $10.6 million
**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: October 2006 or January or February 2007
- Est. Cost:  $1.5 million
- Sonar for Long Range Fishery Vessel
- Project Manager: Michael Webb
- PDA: Dispute with Vendor. May default
- Est. Cost:  $5.6 million
**Is there anything else?**

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

**Is there anything?**

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

- ADCAT Software
- Project Manager: Dennis Hoar
- PDA: September 2006
- Est. Cost:
- Two 35-39 ft. Research Vessels
- Project Manager:  ?
- PDA: ?
- Est. Cost:
**Is there anything else?**

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

- IBM Computer Lease
- Project Manager:
- PDA: September 2006
- Est. Cost:
- Uninterruptible Power Supply (UPS) for NWS Telecommunication Gateway (NWSTG)
- Project Manager: William Johnson
- PDA: September 2006
- Est. Cost:

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

- Wind Profilers Upgrade
- Project Manager:  Al Wissman
- PDA: FY 2007
- Est. Cost:
- Air Handling Replacement NWSTG
- Project Manager: William Johnson
- PDA: Sept/Oct 2006
- Est. Cost:

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

- Radiosonde Replacement System (RRS)
- Project Manager: Edward C. Roberts
- PDA: Oct 2006
- Est. Cost: 4.5M
**Is there anything else?**

## MATRIX OF MISSING DOCUMENTATION

- NWS
- CD0001461661: Missing invoices                *(4 months old)*
- CD0000683693: Missing CD 509 *(New)*
- CD0001445926: Missing CD 509 *(New)*
- CD0001041943*: *Missing Receiving Report/Acceptance *(New)*

## UPR TRENDS

|  | FY 2005 |  | FY 2006 |  | Combined |  |
| --- | --- | --- | --- | --- | --- | --- |
|  | Sept 1 | Oct 6 | Sept 1 | Oct 6 | Sept 1 | Oct 6 |
| TOTAL | 200 | 200 | 2,656 | 4,672 | 2,856 | 4,872 |
| AGO | 0 | 0 | 1 | 0 | 1 | 0 |
| CAO | 0 | 0 | 197 | 191 | 197 | 191 |
| CFO | 0 | 0 | 430 | 7 | 430 | 7 |
| CIO | 0 | 0 | .3 | 20 | .3 | 20 |
| GC | 0 | 0 | 7 | 7 | 7 | 7 |
| NESDIS | 0 | 0 | 117 | 67 | 117 | 67 |

- In thousands (000s)

## UPR TRENDS (cont.) 

|  | FY 2005 |  | FY 2006 |  | Combined |  |
| --- | --- | --- | --- | --- | --- | --- |
|  | Sept 1 | Oct 6 | Sept 1 | Oct 6 | Sept 1 | Oct 6 |
| NMAO | 0 | 0 | 525 | 1,340 | 525 | 1,340 |
| NMFS | 0 | 0 | 333 | 684 | 333 | 684 |
| NOS | 177 | 177 | 213 | 703 | 390 | 880 |
| NWS | 0 | 0 | 361 | 682 | 361 | 682 |
| OAR | 23 | 23 | 466 | 969 | 489 | 992 |
| USAO | 0 | 0 | .4 | .8 | .4 | .8 |
| WFM | 0 | 0 | 5 | 1 | 5 | 1 |

- In thousands (000s)

## AGED UPR(90 DAYS & OLDER)

|  | FY 2005 | FY 2006 | Total 90 Days & Older UPR |
| --- | --- | --- | --- |
| TOTAL | 200 | 464 | 664 |
| AGO | 0 | 0 | 0 |
| CAO | 0 | 190 | 190 |
| CFO | 0 | 0 | 0 |
| CIO | 0 | 0 | 0 |
| GC | 0 | 7 | 7 |
| NESDIS | 0 | 36 | 36 |

- In thousands (000s)

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

|  | FY 2005 | FY 2006 | Total 90 Days & Older UPR |
| --- | --- | --- | --- |
| NMAO | 0 | 6 | 6 |
| NMFS | 0 | 41 | 41 |
| NOS | 177 | 39 | 212 |
| NWS | 0 | 21 | 21 |
| OAR | 23 | 124 | 147 |
| 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 |  |  |  |  |  |

## FY 2006 INVENTORY OVERDUE

- NESDIS (2nd Qtr)
- 2 Headquarters
- Joe Brust
- Kent Hughes
- NMFS (3rd Qtr)
- 3 Headquarters
- Jan Charity (2)
- William Bradley

## FY 2006  CAPITALIZED INVENTORY  OVERDUE

- NWS
- 1 Headquarters
- Alan Lackas
- 1 Kansas City
- 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

- 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_
- Access through e-Learning

## SEPTEMBER REPORTS

- Financial Reports
- Submitted: September 19th

## General Information

- Separation of Duties
- To prevent even the appearance of waste, fraud or abuse, it is essential that there be a clear separation of duties between the purchaser and the recipient of new items, and the individual who enters the information about this newly acquired property into Sunflower. These processes should be performed by different individuals to ensure that the risk of loss through undetected diversion of property is minimized. When office size does not permit separation of these functions, internal procedures should demonstrate checks and balances exist to ensure that the possibility of fraud and abuse are minimized. The office manager will provide a written justification to their supervisor for the assignment of these multiple duties to one individual.

## 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
- Requisitioners and all approvers in the approval chain need to be reminded that Object Class Codes that start with 31 should be used and should only be used when acquiring accountable property.

## General Information (Cont)

- Change of Property Custodians
- Whenever a Property Custodian leaves their position, they must be cleared of responsibility for the property for which they have been accountable by conducting a physical inventory and by the transfer of responsibility to another person, if even for a short time.

## General Information (Cont)

- Physical Security
- Remind employees to keep all property secure.
- Encourage the use of locks and cables on sensitive, portable equipment, especially laptops.

## General Information (Cont)

- New DoC Reports
- Weekly – Personal Property program improvements NOAA is implementing.
- Monthly - Report of missing laptops, recovered laptops.
- New DoC Training Requirements for PMOs, PAOs, PCs
- New Performance Element for PMOs, PAOs, PCs

## General Information (Cont)

- Terminology
- THE ASC’s NO LONGER EXIST
- Business Management Branch - Norfolk, etc.
- Norfolk Property Office, etc.
- ERAD, CRAD, etc. = Eastern Region Acquisition Division, Central Region Acquisition Division, etc.

## What are your questions or comments?

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

Date, time and location for next meeting
November 2, 2006 @ 11:00 a.m.
	  SSMC4 - Rm 8150

- Date, time and location for next meeting
- November 2, 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)
- Melissa Nelson
- NOAA Ocean Service (NOS)
- Melissa Nelson
- NOAA Staff Offices (AGO, CAO, CIO, CFO, USAO, WFM)
- Melissa Nelson

## 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
- Danyale Little, USAO
- Michelle Masias, WFM