DPA
MEETING NOTES
February 2002
1.)
Scheduling:
I will contact you three months ahead of time to set
up a convenient time to do your inventory.
You can do it anytime as long as it is done by your completion
date. At this time,
it is to your advantage to alert your responsible people as
to when this will take place so they can update any location
info that isn’t correct.
2.)
I will do the first round of your inventory, either in
your presence or not.
After the first round, I will turn the scanner over to
you and you will then complete the rest.
It is to your advantage to have as much of your location
info correct, because the more I can find the first round, the
less you are left with afterwards.
3.)
If you cannot scan the tag for reasons such as it is
inaccessible, then you need to verify the rest of the info,
like the serial number (very important!) and the model number
and manufacturer. Manual
inventory should be the last resort: please try to scan the
tag if at all possible.
4.)
This inventory is used to follow up on problems that
may arise in the future.
We refer back to the past inventories quite a bit when
researching why an asset is still on the books when it should
not be. We can
narrow down problems by referring to this.
5.)
Responsible Persons:
The only time resp. persons should be participating in
the inventory is if the item cannot be located.
Then we will contact them to find out where it went,
or when it will be back.
Please note that the resp. people DO NOT have to be present
when inventory is being done.
This is an DPA responsibility.
6.)
If you have any questions as to why we need to track
this info, let me read something from OMB Circular A-110, our
governing “property Bible.”
(1) Equipment records shall be maintained accurately
and shall include the
following information.
(i) A description of the equipment.
(ii) Manufacturer's serial number, model number, Federal
stock number, national
stock number, or other identification number.
Location
and condition of the equipment and the date the
information was reported.
(viii) Unit acquisition cost.
These
are just a few of the items we need to track, but for our purposes,
these are the important ones. This isn’t something we can change. We have to abide by these guidelines.
I
will show you the scanning process:
How
to operate the scanner
How
to change location fields
What
your division number is, and where it will need to be entered
Location
fields, which need to be entered each and every time you change
rooms.
Then,
when the data is stored.
I
download the data to my computer.
Then
upload it to the FADB
It
will then populate the screens with the info you put in, such
as the location fields.
(If you forget to input the room changes, you will then
need to correct all that you missed in the database)
The
records will show the last inventory date as the date you scanned
that asset. Scanning
is the preferred method of doing inventory.
If
you cannot scan the asset, then update the records accordingly,
and input the reason why you can’t scan the asset in the notes
section, along with your initials and the date in the appropriate
spaces.
If
you have any assets on loan, you will need to send e-mails to
the agency stating what assets you need to have them verify, and
have them (via return e-mail) verify the
PPE tag number, description,
serial number, and model number.
If
you have any remote assets, such as something up on a distant
volcano, or out in the remote deserts, then you will need to have
the person or persons in charge of receiving the data from the
asset confirm (again, via return e-mail) that they are receiving
data from the asset.
If
none of these options will work for any particular asset, CALL
US! We will be more
than happy to try and work something out to resolve it.
But you have to let us know of the problem! We can’t help you solve something we know nothing about.
The
divisions coming up to do inventory are:
These
are the dates that inventory needs to be completed by.
You can do it anytime before then, as long as it will be
done within the two-year time frame. If, say CGD, theirs needs to be done by June.
But a lot of their people will be gone, either on vacation
or on a project, so they would like to do it in March instead.
That’s fine. Whatever
time works for you. We
are flexible.
CHECK
THE WEB SITE OFTEN
- Please
check out the Property Web site from time to time.
It is constantly updated, and it has the meeting notes
from the prior meetings on it.
This is good for those of you who had to miss meetings
in the past. Even
though you miss a meeting, you are still ultimately responsible
for the information provided at the meetings.
We usually have the meeting notes posted within a few days
of the meeting. If
you need them before we post them, we can always run a copy of
the notes and black bag them to you.
PROPERTY
TAG FORMS - Please
fill out the tag forms and send them back as soon as you can so
I can update the records in a timely manner.
As of Feb. 20, I have six outstanding tag forms, and they
are all late in being returned.
There are varying reasons for this, and I know there may
be certain reasons why the form can’t be returned quickly.
Please e-mail me and let me know so I can note this on
the tag form log, and not constantly bother you with reminders.
JOINING
PO'S TOGETHER - If
you know of a PO that will be joined with another, please make
sure that you reference that number on the PO, so I can tag them
accordingly. I had
a PO the other day come in at a little over $3500.00, and the
division wanted a tag for it.
But they made no reference to another PO, so I had to call
and find out if there was another PO, because as it stood, $3500.00
is not fitting the Fixed Asset criteria.
So if you can, please jot down the number on the req, or
drop me an e-mail stating the reqs that will be joined together.
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