DPA
MEETING NOTES
January 2002
WELCOME
& INTRO FOR NEW DPAs
BI-TECH FADB TRAINING CLASS REMINDER
DEMONSTRATION OF PROCESS IN
FEB MEETING
NEW PROCEDURE - PROPERTY OFFICE
WILL DO FIRST ROUND
ASSET CROSS REFERENCING IN THE
DATABASE
"RESPONSIBLE PERSON"
ADDED TO TAGGING FORM
NEXT RESPONSIBLE PERSON UPDATE MAY
2002
AUDIT RESULTS
NSF
VISIT FEB 19-22
First, if there is no
list and equipment is lost or stolen, how does the division plan
to make an insurance claim? How will they even know for sure an
item was included and not lost somewhere in Boulder?
Second, one solution
to help with this in the FADB is to cross reference support assets
to a primary asset. For example, some instruments are currently
installed on the C-130 so where the C-130 goes, so go they. Therefore,
in the Room field on FASITE for those instruments input C130. Then,
in comments type "see PPE4224 EC-130Q for location". This
eliminates the need to update location for all the records. As long
as the location information for the C-130 is current, we can search
the Room field to see what is cross referenced with the aircraft
and will know those items are wherever the C-130 is. NOTE: Items
cross referenced must accompany the primary asset 100% of the time.
"Sometimes" is not sufficient for cross referencing.
In cases where the equipment
group is not so predictable the Responsible Person must notify you
of all the individual items being moved to another location. It
is a requirement of OMB A-110 that location information be recorded
in the database.
If you have other ideas
regarding how to simplify the process within UCAR while remaining
in compliance with OMB Circular A-110, please raise them. We're
always looking for ways to simplify property processes.
 RESPONSIBLE
PERSON ADDED TO TAGGING FORM- I brought up the possibility
of adding a Resp. Person field to the Tagging Form. This can be
added on the condition that the DPAs know it is their ultimate responsibility
to keep this updated in the records. We will initially input the
data as we do with the rest of the form, but DPAs must keep it updated.
The consensus was that this addition would be useful so you will
begin seeing it on the form soon.
NEXT
RESPONSIBLE PERSON UPDATE IS MAY 2002- As most of you
know, a Responsible Person Update was conducted in the month of
October. A list of their property was distributed to each Responsible
Person and they verified that the database information was current
and accurate.
This was necessary because,
of the 25 preliminary audit selections, it was discovered that 2
had been disposed of without notifying the Property Office for approved
and recording in the FADB. This is a significant audit problem.
The auditors let us know there would be additional selections in
the final audit to and they would need to determine whether these
unauthorized disposals were typical or exceptions. The only way
to verify everything was a 100% desk review. This was not a physical
audit since the Responsible Person should know where their equipment
is. Therefore, they were just requested to review their list and
note any changes or sign as is to verify the information was correct.
Most divisions completed
the update by the end of October and the auditors found this very
impressive. The update along with a clean second set of selections
convinced them that we had sufficient controls and the unauthorized
disposal problem was not noted in the audit results. As you know,
certain documented audit issues are reviewed by UCAR's funders so
reportable findings could have caused problems.
When the October Update
was conducted we explained that this would be done twice a year.
The goal is to have the Update performed the month of December and
the Month of June. October was a difficult month for everyone to
do this but the audit problems made it necessary.
This year, rather than
wait until June, which would be nine months, it will be done in
May. Then in December 2002, seven months later, and in June 2003,
December 2003, etc.
In brief, here's what
occurs. The Property Office distributes the lists to all Responsible
Persons at the same time on the first of the month. A copy of those
lists is also sent to their DPA to coordinate the process in their
division. All are directed that the updated, signed forms must be
back in the Property Office no later than 9AM (black bag if necessary)
on the first business day of the following month. By 10AM, the Property
Office was on the phone to follow up on those that had not been
received.
If you have ideas on
how to improve this process, please contact Chris or me. We would
appreciate your input.
AUDIT
RESULTS- As mentioned above, there were no property issues
noted as findings. Congratulations! In brief, we provide a spreadsheet
to the auditors detailing $153M in property for which UCAR is accountable
and they "drill down" to look at the detail of the numbers
and verify that they are correct; that we have what we say we have
and have appropriately disposed of what we say we disposed of in
that fiscal year. For disposals, your e-mails initiating the process
are the first thing they want to see.
NSF
VISIT FEB 19-22- The NSF Property Administrator, Kevin
Rorer, will be at UCAR February 19-22 with others from NSF. The
purpose is a review of UCAR administrative processes to help them
develop "best practices" for all their centers. They requested
some documents that we will submit next week. We're not sure what
they will want to see during the visit but it is possible they will
want to take a look at some physical assets. We'll let you know
as soon as we do whether their visit will involve any of you.
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