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DPA MEETING NOTES
February 2003


TOPICS

PROPERTY PROCEDURES YOU'D LIKE TO SEE CHANGED?
MARCH 2003 MEETING
DISPOSAL DOCUMENTATION FOR EQUIPMENT TO OTHER ENTITIES
DISPOSAL - PHYSICAL DISPOSITION/REMOVAL
HOW DO DIVISIONS TRACK SENSITIVE PROPERTY


 PROPERTY PROCEDURES YOU'D LIKE TO SEE CHANGED? - In the first few DPA meetings of each calendar year we ask DPAs to identify Property procedures they would like to see modified. While we must meet Government regulations and agreement terms and conditions, we can often modify procedures so long as they continue to result in compliance. Therefore, please be thinking about aspects of UCAR's Property procedures you would like to see modified. Bring your ideas for change. If you see a problem but don't know how to fix it, bring it up and let's brainstorm. Some of the best changes in the last few years have come from DPAs. Feel free to e-mail or call me if you want to do a little pre-meeting brainstorming. Also, check with your division staff for their ideas. The goal is to keep making things better. Thanks for your participation.

MARCH 2003 DPA MEETING - The March 2003 meeting will be Thursday, March 27, 2003, 9:30-11:00 AM at FL3-2072.

DISPOSAL DOCUMENTATION FOR EQUIPMENT TO OTHER ENTITIES - When equipment (assets or non-assets) is transferred to another entity the Property Office often documents this through e-mails. In some cases, divisions provide e-mails to the Property Office that confirm delivery. There are two primary elements we look for in these e-mail communications. One is a clear statement that the recipient accepts the transfer (donation or title transfers) or has received the equipment (deliverables). The second is an e-mail address that identifies the respondent as a representative of that entity. Since the change from mailing letters back and forth to using e-mails, the return e-mail address serves as a "letterhead" in that it formally identifies the receiving entity. For example, name@thompson.k12.co.us identifies that this person is with the Thompson School District.

The purpose of this explanation is to let you know why we ask for a contact and e-mail address at the receiving entity when a transfer is to take place. If you ever have questions about the how or why of transfers, please let us know. We'd be glad to explain further.

DISPOSAL - PHYSICAL DISPOSITION/REMOVAL - Most disposals involve authorization or notification, the record keeping part of the action, and physical removal. You all know that the Property Office handles the authorization or notification. Physical removal, however, is managed in different ways, depending on the method of disposal.

o Trade-In - the division coordinates removal with the vendor.
o Donations - the division coordinates pickup/delivery with the recipient, unless the equipment has been moved to the Property Office or some other location for this purpose and whoever manages the area where it resides has agreed to coordinate pickup/delivery.
o Disposal/Recycle - once salvage or scrap authorization has been provided, the division has Logistics Ops (LO) remove the equipment. Then, LO coordinates final removal through UCAR's recycle program. Jean Hancock manages the recycle program and Kerry Slaven's group works with Jean on the actual removal of items.

HOW DO DIVISIONS TRACK SENSITIVE PROPERTY - Sensitive Property is equipment with an acquisition cost between $2K-$5K that is considered "walk away" (easily removed from the premises). (See the UCAR Property Manual for further explanation.) Each division is responsible for tracking their Sensitive Property and methods vary. Most of this meeting was spent discussing the pros and cons of the various methods with the conclusion that the MMM method for tracking sensitive property, as well as POs, using FileMaker Pro looked the best. Jose Castilleja agreed to do a presentation in FileMaker Pro in the March meeting.



Contact the Property Office at anytime with questions or for assistance.
We're here to help you manage your division's property.
Janet Campbell, ext 8858, janetc@ucar.edu; Chris Knoetgen, ext 8573, knoetgen@ucar.edu

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