# Presentation: 531586

## PERSONAL PROPERTY

- Status Meeting
- July 9, 2007

## AGENDA

- Audit Calendar
- Unresolved Audit Issues
- Anticipated Projects by Line/Staff/ Corporate Office
- Matrix of Missing Documentation
- Project Codes
- Internal Control Review

- Personnel
- Project Managers
- Unreconciled Payments Report (UPR)
- FY 2007 Annual Physical Inventory
- Training
- Reports
- Excess Laptops

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

| Date | Task | Whom
Responsible | To 
Whom |
| --- | --- | --- | --- |
| July 9 | Documentation due to the Property Office for any adds, deletes or changes  | Line/Staff Property Managers | Personal Property |
| July 16 | Run depreciation reports | Personal Property | n/a |
| July 23 | Financial reports due | Personal Property | Finance |

## DOCUMENTATION

- Timely submission of documentation to the Property Office is _critical_.
- Hard copy of CD-509 is required for capitalized property.

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

- NESDIS
- Decommissioning of NOAA 14
- Decommissioning of GOES 9
- NESDIS Internet/Networks
- MetOp

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

- NMAO
- Twin Otter Aircraft
- Project Manager: Michelle Finn
- PDA: June 2007
- Est. Cost: $2.3 million
- Location/Region: McDill AFB, FL – Norfolk
- McArthur II Upgrades
- Project Manager: Bob Wilmot
- PDA: June 2007
- Est. Cost: $740K
- Location/Region: Seattle

## UNRESOLVEDAUDIT ISSUES (cont)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: End of June 2007
- Est. Cost: $1.2 million each
- Location/Region: Hollings Marine Laboratory, NMR Facility,  Charleston, SC – Norfolk

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

- NWS
- Uninterruptible Power Supply (UPS) for NWS Telecommunication Gateway (NWSTG)
- Project Manager: William Johnson
- PDA: April 2007
- Est. Cost: $639K
- Location/Region: Headquarters

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

- NWS (cont.)
- NWRWAVES Software
- Project Manager: Joel Nathan
- PDA: FY 2007
- Est. Cost: Unknown
- Location/Region: Headquarters

**Notes:**
Notified via award 

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

- NWS (cont.)
- IBM Computer Lease:
- Project Manager: Bill Voitk
- PDA: November 15, 2006
- Est. Cost: $97.5 million
- Location/Region: Fairmont, WV and Gaithersburg, MD – Norfolk/Headquarters
**Need **_**signed**_** Lease Determination Worksheets (LDWs)**

**Notes:**
IBM Lease – Received CD 509’s from Custodian. 
Revised Lease Determination Worksheets have been prepared; waiting on receipt of signed LDWs in PPMB

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

- NWS and OAR
- Raytheon Computer Leases and Purchases
- NWS
- Gaithersburg: **Need **_**signed**_** Lease Determination Worksheets (LDWs) and documentation for acceptance date of Oct. 5**
- OAR
- GFDL – Princeton, NJ (Beverly Benedetto): **Need **_**signed**_** LDWs **
- Boulder (Bobby Kelley): Not accepted yet

**Notes:**
Revised Lease Determination Worksheets have been prepared; waiting on receipt of signed LDWs in PPMB

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

- OAR
- Ejet
- Bobby Kelley has identified the applicable contract modifications.
- Bill Voitk 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)

- 13M Drive System Upgrade
- Project Manager: Bob Clark
- PDA: Mid-August 2007
- Est. Cost: $468K (both 13M and 14.2M)
- Location/Region: Wallops, VA - Norfolk
- 14.2M Antenna Control System
- Project Manager: Bob Clark
- PDA: Mid-August 2007
- Est. Cost: $468K (both 13M and 14.2M)
- Location/Region: Wallops, VA – Norfolk

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

- Replacement Intermediate Frequency Distribution System
- Property Custodian: Gordon Chancey
- PDA: September 2007
- Est. Cost: $1.3 million
- Location/Region: Wallops, VA – Norfolk
- Is there anything else?

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

- Henry Bigelow
- Project Manager: Joseph Bohr
- PDA: July 16, 2007
- Est. Cost: $55 million
- Location/Region: Norfolk
- Is there anything else?

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

- Air Handling Replacement NWSTG
- Project Manager: William Johnson
- PDA: 6 months after award of contract
- Est. Cost: $600K
- Location/Region: Headquarters
- Is there anything else?

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

- AGO
- CAO
- CFO
- CIO
- GC

- NMFS
- NOS
- OAR
- USAO
- WFM

**Is there anything else?**

## MATRIX OF MISSING DOCUMENTATION

- NWS
- CD0001402429 – Software Build 8.0*(Headquarters)*: Missing copy of contract or purchase order.  *(4 months old)*

## PROJECT CODES

- Please provide a list of all FY 2007 and FY 2008 organization and project codes to:
- Steve Creeger
- Robin MacMillan
- Sheila Hensley
- Melissa Nelson

## A-123 INTERNAL CONTROL REVIEW

- Sample was received two weeks ago.
- Areas to be tested include controls over:
- Non-financial:
- General
- Acquisition
- Receipt and Invoice
- Maintenance of the Property Database
- Inventory Custodianship & Physical Inventory Validation and Reconciliation
- Headquarters – last week and this week
- Boulder – this week

## PERSONNEL

- Steve Creeger is the acting Personal Property Branch Chief.
- Nick Bayer, CWIP Accountant, is out on Leave.  Melvin Spencer is taking his place temporarily.
- Michelle Ross, Seattle Team Lead, starts today, July 9th.
- Miguel Rodriguez, Headquarters Team Lead, will start August 6th.

## PROPERTY MANAGERS

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

- Jeanette McDonald, NMAO
- Robert Ziobro, NMFS
- Sloane Strother, NOS
- Jan Evans, NWS
- Kristin Brandenberg, 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
- John Phillips, NESDIS

- John Fallin, NMAO
- Rhonda Perry, NMFS
- Georgeann Stansbury, NOS
- Sheila Foster, NWS
- TBD, OAR
- Danyale Little, USAO
- Marie Buie, WFM

## UPR TRENDS

|  | FY 2006 |  | FY 2007 |  | Combined |  |
| --- | --- | --- | --- | --- | --- | --- |
|  | June 1 | July 2 | June 1 | July 2 | June 1 | July 2 |
| TOTAL | 158 | 201 | 7,412 | 9,127 | 7,570 | 9,328 |
| AGO | 0 | 0 | 12 | 6 | 12 | 6 |
| CAO | 0 | 8 | 29 | 29 | 29 | 37 |
| CFO | 0 | 1 | 4 | 1 | 4 | 2 |
| CIO | 2 | 2 | 35 | 156 | 37 | 158 |
| GC | 0 | 4 | 1 | 3 | 1 | 7 |
| NESDIS | 0 | 7 | 428 | 519 | 428 | 526 |

- In thousands (000s)

- FY 2006 increase is due to modified document numbers.

## UPR TRENDS (cont.) 

|  | FY 2006 |  | FY 2007 |  | Combined |  |
| --- | --- | --- | --- | --- | --- | --- |
|  | June 1 | July 2 | June 1 | July 2 | June 1 | July 2 |
| NMAO | 0 | 0 | 1,469 | 1,480 | 1,469 | 1,480 |
| NMFS | 25 | 13 | 393 | 564 | 418 | 577 |
| NOS | 22 | 17 | 1,260 | 1,792 | 1,282 | 1,809 |
| NWS | 87 | 119 | 2,932 | 3,872 | 3,019 | 3,992 |
| OAR | 22 | 30 | 847 | 699 | 869 | 729 |
| USAO | 0 | 0 | 2 | 5 | 2 | 5 |
| WFM | 0 | 0 | 0 | 0 | 0 | 0 |

- In thousands (000s)

- FY 2006 increase is due to modified document numbers.

## AGED UPR (90 DAYS & OLDER)

|  | FY 2006 | FY 2007 | Total 90 Days & Older UPR |
| --- | --- | --- | --- |
| TOTAL | 201 | 2,400 | 2,601 |
| AGO | 0 | 4 | 4 |
| CAO | 8 | 25 | 33 |
| CFO | 1 | 0 | 1 |
| CIO | 2 | 0 | 2 |
| GC | 4 | 0 | 4 |
| NESDIS | 7 | 0 | 7 |

- In thousands (000s)

- As of July 2, 2007

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

|  | FY 2006 | FY 2007 | Total 90 Days & Older UPR |
| --- | --- | --- | --- |
| NMAO | 0 | 0 | 0 |
| NMFS | 13 | 118 | 131 |
| NOS | 17 | 1,348 | 1,365 |
| NWS | 119 | 710 | 829 |
| OAR | 30 | 195 | 225 |
| USAO | 0 | 0 | 0 |
| WFM | 0 | 0 | 0 |

- In thousands (000s)

- As of July 2, 2007

## FY 2007 ANNUAL PHYSICAL INVENTORY

- 100% Complete
- Currently working on resolutions of these inventories

## TRAINING

- DOC requirement still exists for new PAOs and PCs.
- Must be completed within 30 days of PAO and PC delegation.
- LMS (Learning Management System)
- PAO training is available.
- PC and CWIP training will be available within the next couple of weeks.

## JUNE REPORTS

- Financial Reports
- Submitted: June 15th
- 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:
- Boulder/Seattle: Sheila Hensley
- Headquarters: Larry Oates
- Norfolk: Robin MacMillan

## EXCESS LAPTOPS

- PMs should coordinate with the ITSOs to obtain the list of laptops that have been “excessed”.
- PMs then should obtain the status of the laptop from the Property Contact/ Custodian.

## EXCESS LAPTOPS (cont.)

| L/S/CO | ITSO | Contact Information |
| --- | --- | --- |
| *NOAA*  | Lawrence Reed | Lawrence.Reed@noaa.gov
(301) 713-0042 x218 |
| *OCIO* 	 | David Hennessey | David.Hennessey@noaa.gov 
(301) 713-0042 x207 |
| *NESDIS* 	 | James Goudouros | James.Goudouros@noaa.gov 
(301) 713-9220 x119 |
| *NMFS*  | Nancy Majower (Temporary) | Nancy.Majower@noaa.gov
(301) 713-2372 x174 |
| *NOS* | John D. Parker | John.D.Parker@noaa.gov
(301) 713-1156 x174 |
| NWS*  | Harry Tabak | Harry.Tabak@noaa.gov
(301) 713-1360 x118 |
| *OAR* | Jeremy Warren
 | Jeremy.Warren@noaa.gov 
(301) 734-1110 |
| *OMAO* 
 | Greg Bass | Gregory.Bass@noaa.gov 
(301) 713-7734 |

## REMINDER

- Computers and PDAs should have current users assigned within Sunflower.
- All personal property, including computers and PDAs, should not be left unattended in vehicles.

## What are your questions or comments?

## What are your agenda items for our next meeting

Date, time and location for next meeting
August 2, 2007 @ 11:00 a.m.
	  SSMC4 - Rm 8150

- Date, time and location for next meeting
**August 2, 2007** @ 11:00 a.m.
- 	  SSMC4 - Rm 8150

## PENDING PROJECTS

- Pending CWIP projects and C* Tracking can be found as follows:
**CWIP Projects:** https://inside.noaa.gov/noaa/Budget_Planning/cwip
**C* Tracking:**  http://www.ago.noaa.gov/ad/doc/reports/all-actions.shtml

## PENDING PROJECTS (cont)

- CWIP Process
- Ensure that items that are considered CWIP are accounted properly.
- Keep track of CWIP to ensure that it is appropriately capitalized.
- Additional information related to CWIP can be found on the PPB website: _http://www.pps.noaa.gov/Training/CWIP.htm_

## PC/PAO TRAINING

- Link has been established and is accessible via the LMS Website
**https://doc.learn.com/login**
- Personal Property website course is for reference purposes only; access test through the LMS website
- Certifications should be submitted to the appropriate Personal Property Office Representative

## PAO/PC ETHICS TRAINING

- Link is available on the LMS Website
- _[http://doc.learn.gov/](http://doc.learn.gov/)_login
- Copies of the Certificates of Completion should be sent to Tom Deckard
- Required every year

## HEADQUARTERS CONTACTS

- Property Management Officer
- Mark Napoli
- Branch Chief
- Jon Pinner (ON ASSIGNMENT)
- Audit Lead
- Steve Creeger (Acting Branch Chief)
- Assistant Audit Lead
- Tom Deckard
- Support
- Heather Potter
- Paul Myers
- Anne Marquez (Webmaster)
- Chief Cataloger
- Raymond Akondo
- Heritage Assets
- Lynette Joynes
- HQS Inventory Manager
- Larry Oates

- Eastern Hub
- Norfolk
- Robin MacMillan – Acting Team Lead
- Doreen Kaduri-Porter
- Carisa Moncrief
- Headquarters
- Melissa Nelson – Acting Team Lead
- Ryland Pine
- Holly Turri
- Western Hub
- Boulder
- Sheila Hensley – Acting Team Lead
- Seattle
- Sheila Hensley – Acting Team Lead
- Kim Hutchinson
- Dominic Blakely