# Presentation: 704462

## PERSONAL PROPERTY

- Status Meeting
- July 6, 2006

## AGENDA

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

- Unreconciled Payments Report (UPR)
- Inventory
- Training
- Reports
- CWIP
- Inventory Memos

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

| Date | Task | Whom Responsible | To 
Whom |
| --- | --- | --- | --- |
| July 6 | Documentation due to the Property Office for any adds, deletes or changes  | Line/Staff Property
Managers | Personal Office |
| July 14 | Run depreciation reports for June | Personal Office | n/a |
| July 19 | Financial reports due | Personal Office | Finance |
| August 7 | Documentation due to the Property Office for any adds, deletes or changes  | Line/Staff Property
Managers | Personal Office |

## DOCUMENTATION

- Timely submission of documentation to the Property Office is _critical_
- Especially since we are in the fourth quarter and nearing year-end

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

- CIO
- Alpha Server Trade-in
- Project Manager: Joe Smith, III
- PDA: June 2006
- Need documentation of value for recording into Sunflower and General Ledger

## UNRESOLVEDAUDIT ISSUES (cont.)

- NESDIS
- Search and Rescue Satellite (SARSAT) Upgrade
- Project Manager: Thomas Button
- PDA: June 30, 2006

**Notes:**
the Laurentian is being leased under a 15-year lease from the University of Michigan.

## UNRESOLVEDAUDIT ISSUES (cont.)

- NWS
- NWS Radio Transmitters - Donated
- Project Manager: Mark Paese
- PDA: March 31, 2006
- ORDA (Open-systems Radar Data Acquisition) Software
- Project Manager: CeCe Hennigh
- PDA: May 2006

**Notes:**
the Laurentian is being leased under a 15-year lease from the University of Michigan.

## UNRESOLVEDAUDIT ISSUES (cont.)

- NWS (cont.)
- Air Handling Replacement NWSTG
- Project Manager: William Johnson
- PDA: June 2006
- Uninterruptible Power Supply (UPS) for NWS Telecommunication Gateway (NWSTG)
- Project Manager: William Johnson
- PDA: June 2006

**Notes:**
the Laurentian is being leased under a 15-year lease from the University of Michigan.

## UNRESOLVEDAUDIT ISSUES (cont.)

- NMFS
- Law Enforcement Records Mgmt Software
- Project Manager: Mark Spurrier
- PDA: May 2006

## UNRESOLVEDAUDIT ISSUES (cont.)

- NMAO
- MacArthur Transfer
- Project Manager: CDR Michele Bullock
- PDA: June 2006 – Congress authorized to proceed with transfer to Utrok Atoll for $75K

## UNRESOLVEDAUDIT ISSUES (cont.)

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

## UNRESOLVEDAUDIT ISSUES (cont.)

- OAR (Cont.)
- Vessel - Need terms of lease
- Located in Ann Arbor, Michigan

**Notes:**
the Laurentian is being leased under a 15-year lease from the University of Michigan.

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

- NSOF (NOAA Satellite Operations Facilities) Network Core (Data Communications Network for the move to the new Suitland building)
- Project Manager: Paul Pegnato
- PDA: August 2006
- 6.1 Meter Antenna
- Project Manager: Charlie Bryant
- PDA: August 2006

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

- Norway Antenna
- Project Manager: Unknown
- PDA: FY 2006
- DCS Auto Process System
- Project Manager: Charles Bryant
- PDA: FY 2006 (in litigation)
**What else is there?**

## 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
- Henry Bigelow
- Project Manager: Joe Bohr
- PDA: September 2006

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

- Sonar for Long Range Fishery Vessel
- Project Manager: Frank Colohan
- PDA: September 2006
**What else is there?**

## 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).

- Catamaran (50 feet)
- Project Manager: Dave Lott
- PDA: July 2006
- Catamaran (67 feet)
- Project Manager: Dave Lott
- PDA: August 2006
- ADCAT Software
- Project Manager: Dennis Hoar
- PDA: September 2006
**What else is there?**

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

- IBM Computer Lease
- Project Manager: Cathy Joseph
- PDA: September 2006
**What else is there?**

## MATRIX OF MISSING DOCUMENTATION

- The following Line/Staff Offices have documentation due to the Property Office:
- NMFS
- CD0001276439: Missing acceptance documentation; missing detail support for invoices (break-out of costs) *(4 months old)*

## MATRIX OF MISSING DOCUMENTATION (cont.)

- NOS
- CD0001478914: Missing CD-509 *(new)*
- NWS
- CD0000659046: Question regarding location – Pilot, Roanoke, or Blacksburg, VA?  *(new)*

## MATRIX OF MISSING DOCUMENTATION (cont.)

- NWS (cont.)
- CD0000781887: Missing email confirmation from James Kincaid for electronic CD-509 *(3 months old)*
- CD0000781888: Missing email confirmation from James Kincaid for electronic CD-509 *(3 months old)*

## MATRIX OF MISSING DOCUMENTATION (cont.)

- NWS (cont.)
- CD0001281090: Question regarding location – Corapolis or Moon Twp., PA?  *(new)*
- CD0001461939: Question regarding location – Fort Knox or Louisville, KY?  *(new)*

## UPR TRENDS

|  | FY 2005 |  | FY 2006 |  | Combined |  |
| --- | --- | --- | --- | --- | --- | --- |
|  | May 26 | June 30 | May 26 | June 30 | May 26 | June 30 |
| TOTAL | 225 | 207 | 6,028 | 4,800 | 6,253 | 5,007 |
| AGO | 0 | 0 | 0 | 0 | 0 | 0 |
| CAO | 0 | 0 | 542 | 548 | 542 | 548 |
| CFO | 0 | 0 | 0 | 0 | 0 | 0 |
| CIO | 0 | 0 | 42 | 22 | 42 | 22 |
| GC | 3 | 3 | 7 | 5 | 10 | 8 |
| NESDIS | 0 | 0 | 273 | 123 | 273 | 123 |

- In thousands (000s)

## UPR TRENDS (cont.) 

|  | FY 2005 |  | FY 2006 |  | Combined |  |
| --- | --- | --- | --- | --- | --- | --- |
|  | May 26 | June 30 | May 26 | June 30 | May 26 | June 30 |
| NMAO | 0 | 0 | 157 | 140 | 157 | 140 |
| NMFS | 9 | 1 | 905 | 528 | 914 | 529 |
| NOS | 190 | 180 | 3,354 | 2,814 | 3,544 | 2,994 |
| NWS | 0 | 0 | 451 | 443 | 451 | 443 |
| OAR | 23 | 23 | 297 | 176 | 320 | 199 |
| USAO | 0 | 0 | 0 | 0 | 0 | 0 |
| WFM | 0 | 0 | 0 | 0 | 0 | 0 |

- In thousands (000s)

## AGED UPR(90 DAYS & OLDER)

|  | FY 2005 | FY 2006 | Total 90 Days & Older UPR |
| --- | --- | --- | --- |
| TOTAL | 207 | 4,799 | 848 |
| AGO | 0 | 0 | 0 |
| CAO | 0 | 548 | 501 |
| CFO | 0 | 0 | 0 |
| CIO | 0 | 22 | 0 |
| GC | 3 | 4 | 4 |
| NESDIS | 0 | 123 | 0 |

- In thousands (000s)

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

|  | FY 2005 | FY 2006 | Total 90 Days & Older UPR |
| --- | --- | --- | --- |
| NMAO | 0 | 140 | 100 |
| NMFS | 0 | 528 | 107 |
| NOS | 1 | 2,814 | 130 |
| NWS | 180 | 443 | 2 |
| OAR | 0 | 176 | 4 |
| USAO | 23 | 0 | 0 |
| WFM | 0 | 0 | 0 |

- In thousands (000s)

## FY 2006 INVENTORYSCHEDULE

- Annual Physical Inventory

| Quarter | Norfolk | Kansas City | Boulder | Seattle | Natl. Capital Region |
| --- | --- | --- | --- | --- | --- |
| First | WMO  OCFO
AGO   OAR
OCAO NMFS
OCIO | WMO  OCFO
AGO   OAR
OCAO NMFS
OCIO  NLSC | WMO  OCFO
AGO   OIG
OCAO
OCIO | WMO  OCFO
AGO   OAR
OCAO NMFS
OCIO  OIG | WMO  OCFO
AGO   OAR
OCAO
OCIO |
| Second | NESDIS
NOS | NESDIS
NOS | NESDIS
OAR | NESDIS
NOS | NESDIS
NOS |
| Third | NWS
NMAO | NWS
NMAO
NRC (NWS) | NWS | NWS
NMAO
OGC | NWS    NMFS
NMAO  OGC
USEC |
| Fourth | BIS | BIS | BIS | BIS |  |

## FY 2006 INVENTORY OVERDUE

- GC
- 1 Headquarters
- NESDIS
- 8 Headquarters
- NMFS
- 10 Headquarters

- NWS
- 7 Headquarters
- PPI
- 1 Headquarters
- USEC
- 7 Headquarters

## FY 2006  CAPITALIZED INVENTORY  OVERDUE

- CFO
- 2 Headquarters
- NMFS
- 4 Headquarters

- NOS
- 1 Headquarters
- NWS
- 4 Headquarters

- Emails sent to the Property Custodians on 7/03/2006

## PROPERTY ACCOUNTABILITY OFFICERS (PAO) REQUIRING TRAINING

- NMFS
- Herbert Kaufman
- Garry Mayer
- Roy Crabtree
- Harold Robbins
- Scott Nichols

- NOS
- Daniel Basta
- Rolin Meyer
- Emails sent to PMs and PAOs on 7/3/06

-   Churchill Grimes
-   James Herkelrath
-   Willis Hobart
-   Norman Mendes

## PROPERTY CUSTODIAN (PC) TRAINING

- 80 Property Custodians/Contacts remain to be trained (as of April 26)
- E-Learning:
- Currently in the process of installing on the Personal Property Website
- Access through Personal Property Website
- Course and test will be on the e-Learning site

## JUNE REPORTS

- Financial Reports
- Submitted June 19th
- Operational Reports
- New tab for capitalized inventories
- Starting next month, three new asset categories in Sunflower reports (subsets of the Other category)
- Instruments & Lab. Equipment
- General Purpose ADP Equipment
- Communication, Detection, & Radiation Equip.

## HERITAGE ASSETS

- Collection-type Heritage Assets
- New way of counting Collection-type Heritage Assets
- Assets reported individually versus collection (quantity of one)

## CONSTRUCTION WORK-IN PROGRESS (CWIP)

- Form 37-6 for capitalized property should only include:
- Costs incurred to acquire property, plant, & equipment (PP&E) and to bring the PP&E to a form and location for its intended use. (basically the acquistion cost)
- Training, maintenance, warranties, and other operating expenses should not be included on the form

## INVENTORY MEMOS

- Feedback on proposed changes to inventory memos

## What are your questions or comments?

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

Date, time and location for next meeting
August 3 @ 11:00 a.m.
	  SSMC4 - Rm 8150

- Date, time and location for next meeting
- August 3 @ 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
- Ron Jakaitis, Branch Chief
- 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
- George White, USAO
- Linda Adkins, WFM

## PROPERTY MANAGERS (cont.)

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

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

## PAO TRAINING (cont.)

## PC TRAINING (cont.)