# Presentation: 726288

## PERSONAL PROPERTY

- Status Meeting
- March 6, 2008

## AGENDA

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

**AGENDA**

- Audit Calendar
- Unresolved Audit Issues
- Anticipated Projects by Line/Staff/Corporate Office

- Unreconciled Payments Report (UPR)
- FY 2008 Annual Physical Inventory
- Reports
- General Information

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

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

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

| Date | Task | Whom
Responsible | To 
Whom |
| --- | --- | --- | --- |
| Mar 5 | Documentation due to the Property Office for any adds, deletes or changes during the month  | Line/Staff Property Managers | Personal Property |
| Mar 12 | Run depreciation reports | Personal Property | n/a |
| Mar 17 | 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)**

- OMAO
- Henry Bigelow
- Has been Capitalized, accepted and in Sunflower as an ‘estimate’ until final 37-6 is provided
- Still need the final 37-6
- Invoices are still being received and could be another year before final 37-6 is completed
- 	–-

## 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
- Purchases under Henry Bigelow
- 		(PDA July 16, 2007):
- Sonar ($850K)
- Waiting on OMAO CWIP Appendix - PDA Mar 08
- Multibeam Echo Sounder ($204K) - LOST
- NMFS (OMAO paid)
- Waiting for NMFS to locate 1 component to enter into Sunflower.
- Unable to locate after 2nd effort-asked for guidance from Property Office on how to proceed-not in Sunflower

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

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

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

- NWS
- NWRWAVES Software
- Project Manager: Rich Thomas
- PDA: FY 2007
- Est. Cost: Rough estimate $78K
- Location/Region: Headquarters
- Spare-time activity including a number of field forecasters over a 15 month period.
- No costs specifically tagged to this project
- Part of AWIPS baseline

**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 

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

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

- 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: Boulder

**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)**

- Multi-Constellation User Terminal (MCUT)
- Project Manager: Angelo Wade
- PDA: April 2008
- Est. Cost: $1.4 million
- Location/Region: Fairbanks, Alaska
- Comments: NESDIS requested the vendor to provide a DD250 for acceptance of equipment.

## 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)**

- Critical Single Points of Failure/Critical Infrastructure Protection (CIP)
- Project Manager: Angelo Wade
- PDA: Phase 1 - April 2008
- Est. Cost: $1.5 million
- Location/Region: Wallops – Norfolk
- Comments: NOAA 37-6 for $1.4 m was delivered to property (partial close).

## 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)**

- NESDIS
- Goes N Series SSG Modifications for Operations – Ground Systems (N/O/P/Q)
-  Project Manager: Charlie Bryant
- PDA:  April 2008
- Est. Cost: $3.8 million
- Location/Region: Headquarters
- Comments: Security Enhancements been completed. Waiting for OSO to make system available for software installation.

## 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: July 2008
- Est. Cost: $1.3 million
- Location/Region: Wallops – Norfolk
- Comments: Date was changed from March due to Contractor delay.

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

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

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

- NOAA G-IV Instrument Upgrades
- Project Manager: Will O’Dell
- PDA: March 2008
- Est. Cost: $12.9 million
- Location/Region: Tampa, Fl
-      New PDA is Jun/Jul 2008-preliminary acceptance April14-aircraft will be delivered to AOC in flyable condition-final acceptance when new radar system is tested in the hurricane environment-Jun/Jul

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

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

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

- Hydro Launch Construction – FC84-CWIP
- Project Manager: Bob Wilmot
- PDA: March 2008
- Est. Cost: $2.326 million
- Location/Region: Seattle, WA
- 	Jeanette Is getting update

## 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)**

- Autonomous Underwater Vehicle-AUV
- Project Manager: Rob Downs
- PDA: April 2008
- Est. Cost: $3 million
- Location/Region: Norfolk, VA

## 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)**

- 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

## 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: **Unknown**
- Est. Cost: **Unknown**
- Location/Region: Boulder, CO - Headquarters

## UPR TRENDS

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

**UPR TRENDS**

|  | FY 2006 |  | FY 2007 |  | FY 2008 |  | Combined |  |
| --- | --- | --- | --- | --- | --- | --- | --- | --- |
|  | Feb 1  | Feb 29 |  Feb 1 | Feb 29 |  Feb 1 | Feb 29 |  Feb 1 | Feb 29 |
| TOTAL | 41.4 | 39.3 | 4,439.6 | 3,979.7 | 14,615.0 | 17,447.4 | 19,095.9 | 21,466.4 |
| AGO | 0 | 0 | 0 | 0 | .3 | .3 | .3 | .3 |
| CAO | 0 | 0 | 0 | 0.5 | 46.7 | 1,112.6 | 46.7 | 1,113.1 |
| CFO | 0 | 0 | 1.4 | 24.0 | -.8 | -.8 | .6 | 23.2 |
| CIO | 0 | 0 | 59.0 | 190.5 | 735.2 | 735.2 | 794.2 | 925.6 |
| GC | 0 | 0 | 223.2 | 5.1 | 4.7 | 4.7 | 227.8 | 9.7 |
| NESDIS | 0 | 0 | 0 | 0 | 251.1 | 447.0 | 251.1 | 447.0 |

- In thousands (000s)

- Note: Sunflower was inaccessible from October 5 through October 15; PPMB staff were in training from October 16 through October 19; Sunflower Migration to other DOC agencies (Phase I complete, Phase II in process

## UPR TRENDS (cont.) 

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

- UPR TRENDS (cont.)

|  | FY 2006 |  | FY 2007 |  | FY 2008 |  | Combined |  |
| --- | --- | --- | --- | --- | --- | --- | --- | --- |
|  | Feb 1 | Feb 29 | Feb 1 | Feb 29 | Feb 1 | Feb 29 | Feb 1 | Feb 29 |
| OMAO | 0 | 0 | 0 | 0 | 624.9 | 1,994.1 | 624.9 | 1,994.1 |
| NMFS | 5.1 | 5.1 | 690.5 | 549.5 | 2,329.6 | 1,985.6 | 3,025.2 | 2,540.2 |
| NOS | 16.7 | 16.7 | 1,456.2 | 1,431.6 | 5,840.8 | 6,557.6 | 7,313.7 | 8,005.9 |
| NWS | 12.4 | 10.4 | 1,580.0 | 1,494.0 | 4,027.3 | 4,081.5 | 5,619.8 | 5,585.8 |
| OAR | 7.1 | 7.1 | 356.2 | 243.2 | 611.9 | 390.6 | 975.3 | 641.0 |
| PPI/SP | 0 | 0 | 30.7 | 30.7 | 0 | 0 | 30.7 | 30.7 |
| USAO | 0 | 0 | 33.6 | 10.7 | 139.6 | 139.0 | 173.2 | 149.7 |
| WFM | 0 | 0 | 8.8 | 0 | 3.5 | 0 | 12.3 | 0 |

- In thousands (000s)

- Note: Sunflower was inaccessible from October 5 through October 15; in addition, PPMB staff were in training from October 16 through October 19; Sunflower migration  to other DOC agencies, Phase I Complete, Phase II in progress

## AGED UPR (90 DAYS & OLDER)

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

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

|  | FY 2006 | FY 2007 | FY 2008 | Total 90 Days & Older UPR |
| --- | --- | --- | --- | --- |
| TOTAL | 39.3 | 3,979.7 | 6,124.1 | 10,143.1 |
| AGO | 0 | 0 | .3 | .3 |
| CAO | 0 | .5 | .5 | 1.0 |
| CFO | 0 | 24.0 | 0 | 24.0 |
| CIO | 0 | 190.5 | 315.6 | 506.1 |
| GC | 0 | 5.1 | 4.7 | 9.8 |
| NESDIS | 0 | 0 | 64.2 | 64.2 |

- In thousands (000s)

- As of February 1, 2008

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

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

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

|  | FY 2006 | FY 2007 | FY 2008 | Total 90 Days & Older UPR |
| --- | --- | --- | --- | --- |
| OMAO | 0 | 0 | 534.0 | 534.0 |
| NMFS | 5.1 | 549.5 | 786.0 | 1,340.6 |
| NOS | 16.7 | 1,431.6 | 3,646.7 | 5,095.0 |
| NWS | 10.4 | 1,494.0 | 498.3 | 2,002.7 |
| OAR | 7.1 | 243.2 | 148.1 | 398.5 |
| PPI/SP | 0 | 30.7 | 0 | 30.7 |
| USAO | 0 | 10.7 | 126.0 | 136.7 |
| WFM | 0 | 0 | 0 | 0 |

- In thousands (000s)

- As of February 1, 2008

## Constructing the Unreconciled Payments Report (UPR) 

**Background**
**What is in the UPR?**
**Constructing the UPR**
**Reconciliation**
**Payments that reappear**
**Suppression**
**UPR Output**

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

- 03/06/2008

## Background 

- In August 1988 an IG audit found that significant inaccuracies existed at NOAA in the financial records showing the costs of nonexpendable personal property in NOAA.
- NOAA modified its finance system to download payment data to match to property records. Unmatched payment records are listed in the Unreconciled Payments Report, the UPR.

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

- 03/06/2008

## What is in the UPR?

- Object class codes beginning with 31 will be used when acquiring accountable personal property and those payments  should be reflected in the acquisition value of record(s) in the property system.
- The UPR contains all payments for fixed assets from CBS that have not been suppressed and have not been matched to Sunflower records.

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

- 03/06/2008

## Thomas C. Deckard / (301) 713-3530

- Thomas.C.Deckard@noaa.gov

- 03/06/2008

## Adding Payments to the UPR

- 	At the top of the chart, bankcard payments (monthly) and purchase order and contract payments (weekly) identified with object codes beginning with ‘31-‘ are added to a web-based dataset of payments.

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

- 03/06/2008

## Review CWIP Purchases

- As these payments are added to the on-line database, those payments associated with CWIP project codes are identified and reported to PPMB personnel.
- These payments have to be reviewed and removed from the UPR by suppressing the record.

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

- 03/06/2008

## Purchases not part of the automatic UPR reconciliation process 

- 	1.  **Object Class Code 31-5X** - property purchased for a non-NOAA entity. Although NOAA is buying the property, the property will never belong to NOAA and should not be entered into Sunflower.
- 	2.  **Object Class Code 31-3X** - periodic payments under a lease agreement. If there will be future payments, a contract modification is  required.  If the contract is closed, a Summary Level Transfer (SLT) is needed to back out the payments.  If the contract is open for future payments, and there is an entry error against OCC 31, the SLT is used to back it out.
- 	3. **Object Class Code 31-1X** is used for capitalized property.
- 	4. **Leases and  LTOP** (Lease to purchase) also need to be suppressed.
- 	5. **Credits with new document numbers**. Credits on bankcard statements need to be suppressed after they are matched to the original payment.
- 	6.  **CWIP** is a temporary holding account used to track costs during the design and construction of PP&E that will eventually be capitalized and depreciated in NOAA’s financial statements.  The amounts of the project are captured in Sunflower at the time that the asset is accepted by NOAA.

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

- 03/06/2008

## Errors that require the use of suppressions

- 	1. I**ncorrect use of the ’31-‘ Object Class Code** for the purchase  of non-accountable personal property.  A Summary Level Transfer is needed to back out the payment in CBS and to assign it the appropriate budget Object Class Code.
- 	2. **Duplicate payment entries** need to be suppressed when payments are added twice due to data processing problems.
- 	3. **Non-accountable items** that were procured with accountable property (residual balances), and that shouldn't have been charged to 31-20 or 31-23.
- 	4.  Payments related to **document numbers that were incorrectly entered into Sunflower**.  The document number cannot be changed and matched to the payment data during auto-reconciliation.

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

- 03/06/2008

## Download from Sunflower

- 	Twice a week, data from all assets added to Sunflower since 10/01/2003 are downloaded, reformatted, and loaded into the web-based system to be matched to the payments dataset.

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

- 03/06/2008

## Auto-Reconciliation 

- 	If the total amount of acquired assets does not cover the total amount of expended payments, the balance of payments shows up on the UPR as an unreconciled payment.

- The total amount of payments for each sequence of
- 	1. document#,
- 	2. org. code,
- 	3. project#,
- 	4. task#, and
- 	5. object code
- 	is  compared to the total value of Sunflower assets identified under those same five fields.

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

- 03/06/2008

## Example: Doc# 001124-0252039-003, Project code 3RR1MXB, Task PEL

- Payments of $2490.44 were recorded.  Because only $1,590.44 was recorded in Sunflower; a balance of $900 shows on the UPR.

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

- 03/06/2008

## Payments that re-emerge on the UPR 

- The first line displays the record that reemerged on the UPR.
- The second set of records shows the asset records under that same document number that were downloaded in the prior period.  One of the assets under project E8M5JWR was originally assigned to task P15, which matched that payment.
- The third set of records show the asset records that were used in the next period when the payment became ‘unreconciled’.   A simple comparison shows that someone changed that task code on asset CD0001281105 to P12.

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

- 03/06/2008

## UPR Output 

- 	All personnel can access the contents of the UPR for their organization or by document number at _[http://](http://titan.rdc.noaa.gov/prop/noaaprop/noaaupr.html)__[titan.rdc.noaa.gov/prop/noaaprop/noaaupr.html](http://titan.rdc.noaa.gov/prop/noaaprop/noaaupr.html)_.

- 	The contents of the UPR1 report is downloaded, reformatted, and distributed as a set of spreadsheets and reports to Property Managers and Property Representatives.

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

- 03/06/2008

## Output from the UPR

**1.  NOAA-wide (Public) Access**
**2.  Line Office Products **
**3.  Property Management Products **

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

- 03/06/2008

## UPR Output: Flow Chart

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

- 03/06/2008

## After Autoreconciliation is run, the UPR is available to everyone through the NOAA Property Web Site at www.pps.noaa.gov Click on the second button: 

**UPR:  Public Access**

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

- 03/06/2008

## UPR Output:  NOAA-Wide (Public) 

- _[http://](http://titan.rdc.noaa.gov/prop/noaaprop/noaaupr.html)__[titan.rdc.noaa.gov/prop/noaaprop/noaaupr.html](http://titan.rdc.noaa.gov/prop/noaaprop/noaaupr.html)_

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

- 03/06/2008

## Entry of ’30-20-‘ in the Organization Code might yield the following report:

- The red entries identify payments that are over 90 days old.
- The asterisk in front of an entry indicates that a partial reconciliation has occurred for this entry.  Some asset, or set of assets, match the UPR record by the five key fields.  The unreconciled balance appears in the second-to-last column.

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

- 03/06/2008

## Download the contents of the UPR

- 	The contents of the UPR are downloaded from the UPR1 Report to create a variety of spreadsheets, reports and graphics.
- 	These products are distributed to the Property Mangers in the Line Offices, Management and the PPMB staff.

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

- 03/06/2008

- 	Tables of contract awards and bankcard holders are used to identify  the person making the purchase.

- 	Twice a month, Excel spreadsheets are distributed to the Property Managers which detail the contents of the UPR for each Line Office.
- 	The report at the beginning of the month is focused on payments over 90 days old.

**UPR Products: Line Offices**

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

- 03/06/2008

## The first, ‘Summary’, worksheet in the Property Manager’s spreadsheet provides a breakout of the number of items in the UPR for each Line Office.

- 	The number of items and the total value of the payments are shown for the current period and prior periods.

- Property Manager’s Spreadsheet

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

- 03/06/2008

## The rest of the worksheets detail the payments in the UPR for each Line Office

- Note the payments over 90 days highlighted in red

- Bankcard Holder or the Contract Purchase Agent

- Property Manager’s Spreadsheet (cont’d)

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

- 03/06/2008

## Right side of Property Manager’s detailed worksheet:

- A description of  the contract specifications

- Property Manager’s Spreadsheet (cont’d)

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

- 03/06/2008

## Management Products

- 	A summary worksheet **(3.a)  **of the unreconciled payments older than 90 days, broken out by Line Office, is provided to Mark Jones.
- 	As of February 2008, this will be done on a quarterly basis.
- 	He identifies the Line Offices with a total UPR of over $200K and forwards that information to the DUS.

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

- 03/06/2008

## Management Products (cont’d) 

- 	The records in the current UPR are added to historical databases to create trend charts and graphics used in the Line Office reports and the monthly Line Office meeting.

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

- 03/06/2008

## FY 2008 ANNUAL PHYSICAL INVENTORY

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

- 03/06/2008

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

## FY 2008 ANNUAL PHYSICAL INVENTORYOVERDUE INVENTORIES

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

**FY 2008 ANNUAL ****PHYSICAL INVENTORY****OVERDUE INVENTORIES**

- NMFS
- Beverly Ryan
- David Senn
- John Foret
- OCIO
- Trena Simon
- Randall Hill
- Clifford Schoenberger (2)
- Domi Sanchez
- Dail Hobbs

**WFM**
- Linda Adkins
- Paul Kountzman
- Diane Moseley *
- Shirley Purcell  *
*** ****= New **

## FEBRUARY REPORTS

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

**FEBRUARY REPORTS**

- Financial Reports
- Submitted:  February 15
- 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

## REPORTS

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

**REPORTS**

- 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.
- 		 	March 11 - 17, 2008
- 			April 11 - 17, 2008

## GENERAL INFORMATION

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

**GENERAL INFORMATION**

- The CAO has decided to eliminate Property Contacts. This will allow GS-9s and above to be Property Custodians without a waiver.
- Custodians  will need to be trained to Departmental standards, be appointed by a PAO, and have property as a critical element in their performance plan.
- The Property Managers must insure that their Property Custodians safeguard their assets in accordance with Sec.3.805 of the DOC Property Management Manual, dated October 2007. This includes the use of NOAA Form 37-40 (Personal Custody Property Record/Hand Receipt) when appropriate. This form is mandatory for all laptops, PDAs, and SmartPhones and when property is removed from an office setting.
- The Department has stated that a Property Custodian Certification suffices as a hand receipt in meeting the requirements of Section 3.805.
- Use the OF-7 Form (Property Pass) for accountable property leaving Government premises.

## GENERAL INFORMATION(CONT)

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

**GENERAL INFORMATION****(CONT)**

- Link to the website to use for Catalog entries into Sunflower
- 	http://www.pps.noaa.gov/New_menu/forms.htm#catalog

## What are your questions or comments?

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

## What are your agenda items for our next meeting

Date, time and location for next meeting
April 3, 2008 @ 11:00 a.m.
	  SSMC4 – Room 8150

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

- What are your agenda items for our next meeting
- Date, time and location for next meeting
- April 3, 2008 @ 11:00 a.m.
- 	  SSMC4 – Room 8150

## 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
- Jim Carter, 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
- 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

- John Fallin, OMAO
- Rhonda Perry, 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
- Anne Marquez (Webmaster)
- Chief Cataloger
- DOC
- Collection-type Heritage Assets
- Lynette Joynes
- HQS Inventory Manager
- Larry Oates

- Eastern Hub
- Miguel Rodriquez - Team Lead
- Robin MacMillan
- Doreen Kaduri-Porter
- Kenneth Morrow
- Melissa Nelson
- Holly Turri
- Rocelyn Ancheta-Ocampo
- Western Hub
- Michelle Ross - Team Lead
- Sheila Hensley
- Carisa Moncrief
- Ryland Pine
- Sheena Walker
- Dominic Blakely**  **