# Presentation: 185934

## PERSONAL PROPERTY

- Status Meeting
- April 5, 2007

## AGENDA

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

- Unreconciled Payments Report (UPR)
- Annual Inventory – FY 2007
- Training
- Reports

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

| Date | Task | Whom
Responsible | To 
Whom |
| --- | --- | --- | --- |
| April 3 | Documentation due to the Property Office for any adds, deletes or changes  | Line/Staff Property Managers | Personal Property |
| April 4 | Second quarter heritage asset reports due | Personal Property | Finance |
| April 10 | Run depreciation reports | Personal Property | n/a |
| April 16 | Financial reports due | Personal Property | Finance |

## DOCUMENTATION

- Timely submission of documentation to the Property Office is _critical_
-  A few revisions have been made to the supporting documentation checklist
- http://www.pps.noaa.gov/New_menu/Documentation%20Checklist.html

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

- NESDIS
- LUT (Local User Terminal)
- Project Manager: Tom Button
- PDA: March 2007
- Est. Cost: Unknown
- Location/Region: Headquarters

**Notes:**

Email from Bernie dated 1/29/07 – currently in review by the Deputy CFO and waiting for a listing of components 
Email from BerNee dated 2/26/07 – Tom Buttons will submit documentation for capitalizing by COB next Friday 3/9/07
Per Bernie – 4/2/07 – Confirming whether or not it was a component in the previously Capitalized ‘Beacon Simulator’ and whether the cost was captured as also. Jennifer Foster and Linda Williams is working with Tom Button on this.  

Email to BerNee 2/22/07 requesting status update
Email to BerNee requesting update on status

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

- NESDIS (cont.)
- GOES N Series SSG Modifications for Operations – Ground Systems (N/O/P/Q)
- Project Manager: Charlie Bryant
- PDA: March 2007 (upon acceptance of GOES N)
- Est. Cost: Unknown
- Location/Region: Headquarters

**Notes:**
Email to BerNee dated 2/22
Email from BerNee 2/26/07 –will get status of acceptance from Linda Williams prior to Thursdays meeting 

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

- NMAO
- Sonar for Long Range Fishery Vessel
- Project Manager: Michael Webb
- PDA: Still In litigation
- Est. Cost:  $5.6 million
- Location/Region: Seattle

**Notes:**
Email dated 2/22 to Jeanette requesting status update – 
Email from Jeanette – Still in Litigation
3/28/Email – Still in Litigation

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

- NWS
- IBM Computer Lease:
- Project Manager: Adena Fritz
- PDA: November 15, 2006
- Est. Cost: $97.5 M
- Location/Region: Fairmont, WV - Norfolk
- Need revised Lease Determination Worksheets (LDW) that reflects revised acceptance date and payment stream

**Notes:**
IBM Lease – Received CD 509’s from Custodian.  Waiting for additional documentation

## 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:**
Email to Jan dated 2/22 requesting status.
Per Brian he is waiting for the terms o be finalized wioth Bill Voight

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

- OAR
- Ejet
- Sheila Hensley, Bobby Kelley and Leslie Hart are to identify the contract modifications applicable to the Ejet components.
- Bill Voitk will 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, 

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

- Critical Single Points of Failure
- Project Manager: Angelo Wade
- PDA: April 2007
- Est. Cost: $6.6 Million
- Location/Region: Unknown

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

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

- Decommissioning of GOES 9
- Property Custodian: William Carter
- PDA: End of 3rd Quarter
- Location/Region: Headquarters
- Decommissioning of NOAA 14
- Property Custodian: William Carter
- PDA: End of 3rd Quarter
- Location/Region: Headquarters
- Is there anything else?

**Notes:**
Email from BerNee Foreman on 3/30/2007 (to Heather Potter).

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

- Twin Otter Aircraft
- Project Manager: Michelle Finn
- PDA: April 30, 2007
- Est. Cost: $2.5 million
- Location/Region: McDill AFB, FL. – Norfolk
- Henry Bigelow
- Project Manager: Joseph Bohr
- PDA: Completed; to be commissioned in the third Quarter 2007
- Est. Cost: $55 million
- Location/Region: Norfolk

**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.

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

- McArthur II Upgrades
- Project Manager: Bob Wilmot
- PDA: April/May 2007
- Est. Cost: $740K
- Location/Region: Seattle
- Is there anything else?

**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.

## 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: May 2007
- Est. Cost: $1.2 million each
- Location/Region: Hollings Marine Laboratory, NMR Facility,  Charleston, SC – Norfolk
- Is there anything else?

**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.

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

**Notes:**
Air Handling – design has been completed and bids have been received.  Have to determine final price (+/- 600K).  Job interval is determined by the time it takes to manufacture the product and set them up properly to maintain proper cooling through out data center. 
 UPS Replacement – Punch list items remain for the physical work and expect it to be closed out the end of April

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

- Wind Profilers Upgrade
- Project Manager: Margo Ackley
- PDA: FY 2007
- Est. Cost: Unknown
- Location/Region: Unknown
- NWRWAVES Software
- Project Manager: Unknown
- PDA: FY 2007
- Est. Cost: Unknown
- Location/Region: Unknown
- Is there anything else?

**Notes:**
Transfer of wind profilers from OAR to NWS; replace some and refurbish others

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

- Tsunami Buoys
- Project Manager: Unknown
- PDA: Mid 2007
- Est. Cost: Unknown
- Location/Region: Unknown
- Is there anything else?

**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.

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

- AGO
- CAO
- CFO
- CIO

- GC
- NMFS
- USAO
- WFM

**Is there anything else?**

## MATRIX OF MISSING DOCUMENTATION

- NWS
*Thanks for resolving your 2 old items!!*
- CD0001402429 – Software Build 8.0*(Headquarters)*: Missing copy of contract or purchase order.  *(New)*
- NESDIS
- CD0001604446 – LRIT *(Headquarters)*: Incorrect acquisition accounting in Sunflower. *(New)*

**Notes:**
CD0001461661 – Email dated 1/29/07 from Jan Evans to Vivian Jorge requesting invoices.
Email to jan dated 2/22 requesting status update
CD0001041943 – Email dated 1/29/07 from Jan Evans to William Comeaux requesting receiving report/acceptance

## PROPERTY MANAGERS

- The following people have been identified:
- Carol Christian, AGO
- Jim Carter, 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
- Kristin Brandenberg, OAR
- Jonathan Bailey,                          USAO
- Linda Adkins, WFM

*Note: Mary Manoogian retired March 30, 2007.*

## 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

**Notes:**
Email from Mary Manoogian dated 1/28/07 – add Kristin Brandenberg as Alternate PM

## UPR TRENDS

|  | FY 2006 |  | FY 2007 |  | Combined |  |
| --- | --- | --- | --- | --- | --- | --- |
|  | Feb 23 | Mar 30 | Feb 23 | Mar 30 | Feb 23 | Mar 30 |
| TOTAL | 563 | 317 | 7,645 | 5,830 | 8,208 | 6,147 |
| AGO | 0 | 0 | 0 | 0 | 0 | 0 |
| CAO | 2 | 2 | 1,981 | 1,976 | 1,983 | 1,978 |
| CFO | 0 | 0 | 0 | 0 | 0 | 0 |
| CIO | 79 | 74 | 142 | 147 | 221 | 221 |
| GC | 0 | 0 | 22 | 0 | 22 | 0 |
| NESDIS | 0 | 0 | 263 | 0 | 263 | 0 |

- In thousands (000s)

## UPR TRENDS (cont.) 

|  | FY 2006 |  | FY 2007 |  | Combined |  |
| --- | --- | --- | --- | --- | --- | --- |
|  | Feb 23 | Mar 30 | Feb 23 | Mar 30 | Feb 23 | Mar 30 |
| NMAO | 49 | 3 | 408 | 55 | 457 | 58 |
| NMFS | 59 | 25 | 910 | 356 | 969 | 381 |
| NOS | 56 | 44 | 1,236 | 1,243 | 1,292 | 1,287 |
| NWS | 209 | 148 | 2.210 | 1,500 | 2,419 | 1,648 |
| OAR | 109 | 21 | 468 | 552 | 577 | 573 |
| USAO | 0 | 0 | 5 | 1 | 5 | 1 |
| WFM | 0 | 0 | 0 | 0 | 0 | 0 |

- In thousands (000s)

## AGED UPR(90 DAYS & OLDER)

|  | FY 2006 | FY 2007 | Total 90 Days & Older UPR |
| --- | --- | --- | --- |
| TOTAL | 317 | 2,437 | 2,754 |
| AGO | 0 | 0 | 0 |
| CAO | 2 | 306 | 308 |
| CFO | 0 | 0 | 0 |
| CIO | 74 | 147 | 221 |
| GC | 0 | 0 | 0 |
| NESDIS | 0 | 0 | 0 |

- In thousands (000s)

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

|  | FY 2006 | FY 2007 | Total 90 Days & Older UPR |
| --- | --- | --- | --- |
| NMAO | 3 | 281 | 284 |
| NMFS | 25 | 96 | 121 |
| NOS | 44 | 749 | 793 |
| NWS | 148 | 551 | 699 |
| OAR | 21 | 307 | 328 |
| USAO | 0 | 0 | 0 |
| WFM | 0 | 0 | 0 |

- In thousands (000s)

## REDUCING THE UPR

- What does the Personal Property Management Branch do to assist the L/S/CO to reduce the UPR:
- Distribute UPR reports and charts for each region to the Property Office Representatives.
- Distribute lists of the payments which comprise the UPR and trend charts for each L/S/CO to the Property Manager.
- Distribute lists of UPR payments over 90 days old that we are able to match to AGO's contract list to identify the associated contract purchase agent.

## ADDS INTERFACE

- Client CD-50 submissions in the ADDS interface must be processed by the Personal Property Management Branch to release the Sunflower records into inventory.
- We monitor the contents of the ADDS interface and distribute that information to both Property personnel and L/S/CO Property Managers to identify incomplete records or records submitted for processing.

## FY 2007 INVENTORYSCHEDULE

- Annual Physical Inventory

| QTR | NORFOLK | BOULDER | SEATTLE | NCR |
| --- | --- | --- | --- | --- |
| FIRST | OCAO   NMFS
OCIO    NLSC
OCFO   WFMO
 | AGO      OCFO
OCAO   NMFS
OCIO    WFMO
 | AGO      OCFO
OCAO   OAR
OCIO     NMFS
WFMO | AGO     OCFO
OCAO  OAR
OCIO   WFMO
 |
| SECOND | NESDIS
NOS | NESDIS
OAR | NESDIS
NOS | NESDIS
NOS |
| THIRD | NWS        OGC
NMAO     NRC
OAR
 | NWS | NWS
NMAO
OGC | NWS     OGC
NMAO   PPI
USEC    NMFS
 |
| FOURTH |  |  |  |  |

## FY 2007 INVENTORY

***Reminder:***  Physical inventories are due May 31, 2007
***Overdue:***
- Headquarters
- NOS
- 54109N050 (Richard Fletcher)

## TRAINING

- PAO/PC Sunflower Training and Ethics Training has been completed.
- 100% participation has been achieved.
- Thank you for your hard work!

## TRAINING (cont.)

- DOC requirement still exists for new PAOs and PCs.
- Must be completed within 30 days of PAO and PC delegation.
- E-Learning will be down starting April 30, 2007.
- Currently working with WFM on LMS (Learning Management System).

## MARCH REPORTS

- Financial Reports
- Submitted: March 19th and 20th
- Line/Staff/Corporate Office Books
- Please carefully review the PAO/PC listing by region and provide feedback to Tom Deckard and Paul Myers

## 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
May 3, 2007 @ 11:00 a.m.
	  SSMC4 - Rm 8150

- Date, time and location for next meeting
- May 3, 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_

## PROPERTY CUSTODIAN (PC) TRAINING

- Sunflower Training Course –
- Link has been established and is accessible via the e-Learning Website
- _[http://e-learning.doc.gov/noaa/index.cfm](http://www.pps.noaa.gov/acctobj.htm)_
- Personal Property website course is for reference purposes only
- Access test through the e-learning website

## PAO/PC ETHICS TRAINING

- Government Ethics
- Link is available on the e-Learning Website
- _[http://e-learning.doc.gov/noaa/index.cfm](http://www.pps.noaa.gov/acctobj.htm)_
- Copies of the Certificates of Completion should be sent to Tom Deckard at the Headquarters Personal Property Branch
- Required every year

## HEADQUARTERS CONTACTS

- Property Management Officer
- Mark Napoli
- Branch Chief
- Jon Pinner
- Audit Lead
- Tom Deckard
- Support
- Heather Potter
- Paul Myers
- Anne Marquez (Webmaster)
- Heritage Assets
- Lynette Joynes
- Inventory
- Larry Oates

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