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DPA MEETING NOTES
March 2003

TOPICS

ANNUAL INVENTORY OPTION
APRIL 2003 MEETING
DONATIONS
FILEMAKER PRO DEMONSTRATION


ANNUAL INVENTORY OPTION - Divisions have the option of doing annual physical inventories instead of every two years plus responsible person updates. This is entirely up to you but for those with few assets or whose assets are stationary, you might find it saves time to just inventory every year and eliminate the Responsible Person Updates.

If you choose this option, you will need to begin your inventory sometime after May 1st each year and complete it on or before July 31st, without fail. This is to accommodate yearend activities that begin in August. Just let Janet or Chris know if you want to exercise the option. You are welcome to try it once and if you decide it doesn't save you time, switch back.

APRIL 2003 DPA MEETING - The April 2003 meeting will be Thursday, April 24, 2003, 9:30-11:00 AM at SCD Conference Room (ML 40). (This is where we met in February.)

DONATIONS - The new Property Cage is being set up at CG and we have requested additional space in order to store whole computer systems that are likely to be donable to schools. In order to facilitate more donations, divisions will have to let us know more about the condition of systems that will be held back from salvage/recycle for donation. This is just a heads up to divisions that the Property Office may be requesting this additional information once space is secured and we are able to store computers for donation.

FILEMAKER PRO DEMONSTRATION - In the February meeting we discussed tracking Sensitive Property, Purchase Orders, and other data. Jose Castilleja explained MMM use of FileMaker Pro and there was considerable interest expressed by others in knowing more about this. Jose agreed to demonstrate the MMM application in the March meeting so the majority of the meeting was dedicated to this demonstration and related discussion. The response to the MMM system was so positive that Jose agreed to share templates when they are ready.

Jose provided this overview of the system.

Relationships between the databases are established to interconnect the information as needed. From the date a Purchase Requisition is typed to the disposal of the system, all pertinent information is tracked with this system of databases.

 

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